Business Operations Coordinator

Job Title: Business Operations Coordinator Employment Type: Full-Time, Hybrid (4 days in-office, 1 day remote per week). FLSA Classification: Non-Exempt Department: Administration Reports To: CFO Location: Palm Beach Gardens, Florida Position Summary We are seeking an experienced, highly organized, and proactive Business Operations Coordinator to support the daily operations of our corporate office.

This role is responsible for ensuring administrative processes run efficiently while providing support to executive leadership, Accounting, Human Resources, and other departments. The ideal candidate is a resourceful, self-directed professional who anticipates needs, takes ownership of responsibilities, and proactively identifies solutions.

This individual will play an important role in maintaining an organized, welcoming, and professional office environment while supporting the company's continued growth.

Key Responsibilities

• Coordinate daily corporate office operations, ensuring an efficient, organized, and professional work environment.
• Provide administrative support to executive leadership.
• Coordinate meetings, catering, office events, and related logistical arrangements.
• Maintain accurate electronic records and filing systems through SharePoint, ensuring proper organization, accessibility, and confidentiality.
• Manage Certificates of Insurance (COIs), including new requests, tracking and distribution, renewals, and vendor communication.
• Manage office supplies, inventory, mail, deliveries, vendor services, and general office needs.
• Assist the Accounting team with invoice processing, payment documentation, and accounts payable coordination as needed.
• Partner with Human Resources to coordinate new hire orientation, onboarding materials, schedules, and related administrative activities.
• Provide Florida notarial services for authorized business documents in accordance with applicable state requirements.
• Track administrative requests, deadlines, and follow-up items to ensure timely completion.
• Assist with special projects, company initiatives, and cross-functional activities as needed.
• Identify opportunities to improve administrative processes, streamline workflows, and enhance overall office efficiency.

Education

& Qualifications

• Minimum of 7 years of progressive experience in business operations, office administration, executive support, or a related field.
• Associate's or bachelor's degree in Business Administration, Office Management, or a related discipline preferred; equivalent professional experience will be considered.
• Active Florida Notary Public commission preferred, or ability to obtain one within 90 days of hire.
• Strong proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, and SharePoint.
• Experience managing office operations, electronic records, vendor documentation, and administrative processes.
• Experience with accounts payable, invoice processing, and basic accounting procedures preferred.
• Excellent organizational, communication, problem-solving, and time management skills.
• Demonstrated ability to work independently, exercise sound judgment, take initiative, and develop practical solutions with minimal supervision.
• Professional demeanor, strong attention to detail, and the ability to manage competing priorities while maintaining confidentiality.
• Performs other duties and responsibilities as assigned to support the needs of the department and organization.