Business Operations Coordinator (US Hours)

Responsibilities

• Vendor & Compliance Management
• Collect and track Certificates of Insurance (COIs), W-9 forms, trade licenses, vendor agreements, and compliance documentation
• Monitor insurance and license expiration dates
• Assist with onboarding subcontractors and vendors
• Ensure vendors comply with client requirements and operating procedures
• Billing & Accounting Assistance
• Assist with invoice collection and submission
• Verify invoices against approved work orders and NTE amounts
• Coordinate with accounting regarding accounts receivable and payable
• Track missing documentation required for payment processing
• Maintain organized financial and operational records
• Client Communication
• Serve as a professional point of contact for clients and vendors
• Follow up on service updates, scheduling, and customer concerns
• Maintain a high level of professionalism and responsiveness
• Escalate operational issues to management when necessary
• Business Development & Social Media Support
• Support business development efforts by researching potential clients and maintaining prospect lists
• Assist with client outreach, follow-ups, and proposal preparation
• Help manage and update company social media accounts and online presence
• Create and schedule professional social media content and company updates
• Monitor engagement and assist with marketing and branding initiatives
• Technical profiles preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills in English
• High attention to detail and follow-through
• Proficiency with: Microsoft Office / Google Workspace
• Excel / Google Sheets
• Email management
• CRM or work order systems
• Ability to work independently and manage priorities
• Professional communication skills with clients and subcontractors

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Company Intel

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