Business Operations Coordinator

Are you a highly organized operations professional who enjoys keeping a busy team running smoothly behind the scenes? We're a thriving strategic communications, digital and creative agency based in Boston that works with trailblazers in the biotech industry. We're looking for a detail-oriented, proactive and resourceful Business Operations Coordinator to manage the day-to-day operations of our Boston office and the agency as a whole, from office logistics, IT and the systems our teams rely on to internal billing, time tracking, and client and vendor setup. This role offers broad exposure across the agency, from client engagements and budgets to vendor relationships and internal systems, and a close view of how a growing agency operates.

What You'll Be Doing Day to Day:

• Manage day-to-day operations of our downtown Boston office, serving as the point of contact for office logistics, supplies, facilities and building management
• Serve as the internal point person for IT, managing laptops, software licenses, user accounts and access, troubleshooting everyday tech issues, and coordinating with our outside IT provider as needed
• Provide calendaring and executive assistant support for internal team members, including scheduling meetings, coordinating calendars across teams and booking travel as needed
• Ensure smooth, timely and accurate internal billing each month, confirming all team members have submitted time and following up on missing or miscoded entries
• Prepare and organize billing backup, including hours, expenses and pass-through costs, and hand it off to our finance partners on schedule
• Maintain client budget trackers, proactively keeping account leads updated when hours approach retainer or SOW limits
• Act as the go-to resource for team questions on time entry and billing codes
• Set up new clients, projects and billing codes in our time-tracking and project management systems, keeping records current as SOWs, retainers and contacts change
• Track SOW and contract status, NDAs and renewal dates
• Onboard vendors and freelancers, and collect vendor invoices, confirm coding and route them for approval
• Keep internal systems, trackers and shared files organized and up to date
• Support onboarding and offboarding logistics for new team members
• Help keep our hybrid and remote team members connected, making sure they have what they need to collaborate and stay engaged with colleagues in Boston
• Play an active role in shaping our culture by planning and coordinating internal events, team gatherings and celebrations, and supporting agency-wide initiatives that bring the team together
• Pull together recurring operational reports for agency leadership
• Identify opportunities to streamline processes and reduce manual work
• Handle sensitive client information with discretion, including pre-announcement news, clinical data and material non-public information
• Work collaboratively with peers at Ten Bridge on agency-wide initiatives

What We're Looking For:

• Bachelor's degree or equivalent work experience
• 1-3 years of experience in an administrative, operations, coordination or office management role
• Outstanding organizational skills and attention to detail
• Comfort with spreadsheets (Excel or Google Sheets), an ability to learn new systems quickly, and confidence troubleshooting common tech issues
• Ability to manage competing priorities and deadlines across multiple teams
• Strong written and verbal communication skills
• High discretion with confidential client, employee and financial information
• Agency or professional services experience, and familiarity with tools such as Harvest, Asana or QuickBooks, a plus
• A desire to help build and nurture a culture of collaboration, excellence and growth

About Ten Bridge Communications
Ten Bridge, established a decade ago, has grown to be the leading communications agency for innovative companies pioneering the future of drug development. Our success as an agency stems from a deep commitment to partnership with our clients. The Ten Bridge model reflects our orientation as an agency founded and run by individuals whose careers were shaped by both in-house experience leading communications within top biotech and pharmaceutical companies, and decades of agency experience applying this know-how to support the companies who shape the future.

This "hybrid" mindset combines the depth and dedication of an in-house communications team with the broad perspective and commitment to proactive client service of an agency. We consider every engagement as an opportunity to serve as an extension of our clients' teams. We earn our seat at the table daily by bringing insights, proactivity and depth to each encounter.

For our team, we offer a very competitive compensation and benefits package that includes generous paid time off, 401(k) match, monthly wellness benefit, paid parental leave, short-term and long-term disability, life insurance, cell phone reimbursement, pet insurance, professional development, volunteer opportunities and more.

Please Note: Our headquarters office is located in downtown Boston, MA. Our Boston area employees collaborate in office together three days a week with flexibility/remote work on other days.