Senior Operations Coordinator

Senior Operations Coordinator

The Senior Operations Coordinator plays a vital role in ensuring the organization runs efficiently and effectively. This individual helps assist in day-to-day operational processes, helps implement data-driven improvements that support organizational growth and excellence. The ideal candidate is highly organized, proactive, and detail-oriented — someone who anticipates needs and thrives in a dynamic, fast-paced environment.

Day-to-day operational processes & workflows

Leadership can focus on strategy and growth

Vendor management, procurement & contracts

Cost-effective, compliant purchasing practices

Financial admin: deposits, payments & invoicing

Accurate, timely financial operations

Facilities, access cards & office administration

A well-run, secure, and productive workplace

Key Responsibilities

• Helping oversee and improve day-to-day operational processes to enhance productivity and efficiency across all functional areas.
• Assist in identifying bottlenecks in workflows and propose data-driven solutions to streamline operations and reduce friction.
• Maintain and update operational documentation, SOPs, and internal databases to ensure accuracy and accessibility.
• Assist with tracking key performance metrics and prepare regular reports for leadership to support informed decision-making.
• Help prepare and process appointment paperwork and related administrative documentation to support operational workflows.
• Process and reconcile daily deposits, ensuring accurate and timely recording of all incoming funds.
• Process vendor payments in a timely and accurate manner in accordance with company policies and payment schedules.
• Assist in reviewing the accuracy of transactions to ensure data integrity and compliance.
• Invoice Employee Benefits agency-billed fees and distribute statements to clients accurately and on time.
• Email commission statements and company billing documents to HUB as required, maintaining accurate records of all transmittals.
• Support vendor management, procurement, and contract administration to ensure cost-effective and compliant purchasing practices.
• Submit new vendor forms and maintain accurate, up-to-date vendor records in accordance with company standards.
• Manage office administration tasks including supplies inventory, facilities coordination, and equipment maintenance.
• Manage the issuance and ongoing administration of building access and parking cards for staff and authorized personnel.

Qualifications & Skills

• Experience in business administration, operations management, or a related field in a fast-paced, team environment
• Experience managing projects and coordinating across multiple departments
• Experience with financial administration – expense tracking and reporting, invoicing, deposits
• Discretion and confidentiality with sensitive information
• Strong organizational and time management skills, and attention to detail
• Professional written and verbal communication
• Self-starter with a proactive mindset to anticipate needs, collaborate with teams, and provide solutions
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Familiarity with Claude helpful

What Success Looks Like

Operational processes run smoothly with minimal disruption

Leadership has more capacity for strategic priorities

Reports delivered accurately and on time

Data-driven decisions made with confidence

Vendors and payments managed with zero compliance issues

Cost-effective, well-governed procurement operations

Proactive communication — issues flagged before they escalate

Team relies on consistent, dependable operational support

Ideal Candidate Profile

The right candidate for this role is someone who:

• Thrives in an operational support role and takes genuine pride in keeping processes organized and running smoothly.
• Is comfortable wearing multiple hats — one day may be reconciling deposits, the next coordinating a vendor event or onboarding a new team member.
• Communicate professionally with internal team members, vendors, and external partners.
• Takes initiative without being asked and follows through consistently on every task.
• Understands that accuracy matters in everything they produce — from financial records to operational documentation.
• Has experience in operations, administrative, or office management role; finance or insurance operations experience is a plus.

Department: Account Management & Service

Required Experience: 2-5 years of relevant experience

Required Travel: Negligible

Required Education: High school or equivalent

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.