Business Operations & Administrative Coordinator

Job Description

Business Operations & Administrative Coordinator

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On-Site Role | St. Petersburg, FL

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Position Overview:

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The Business Operations & Administrative Coordinator serves as a key operational partner supporting leadership and the day-to-day operations of the business.

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This individual will work closely with the leadership team and cross-functional partners to help ensure smooth business operations, effective communication, and strong execution across projects, meetings, events, and leadership initiatives.

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The role requires someone who is highly organized, proactive, adaptable, and comfortable managing a wide variety of responsibilities. This individual will provide administrative and operational support while helping coordinate projects, leadership priorities, office operations, and special initiatives.

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This is an on-site, Monday–Friday position based in St. Petersburg, FL.

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Key Responsibilities:

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Leadership & Administrative Support

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• Manage calendars, scheduling, and limited travel coordination for leadership.
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• Prepare presentations, reports, PowerPoint materials, and meeting documents for leadership meetings.
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• Coordinate meeting agendas, materials, logistics, and follow-up communications.
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• Track meeting outcomes and ensure action items, reminders, and next steps are communicated and followed through.
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• Assist with expense tracking and budget management, including coordination of leadership budgets and incentive programs.
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• Coordinate the purchase and distribution of gift cards and other sales incentives.
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• Support leadership with special projects and priority initiatives as needed.
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• Maintain strong working relationships with leadership and cross-functional teams while handling sensitive information with professionalism and discretion.
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Business & Project Coordination

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• Support project management efforts across key business initiatives led by the leadership team.
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• Track project timelines, action items, deliverables, milestones, and key deadlines.
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• Help maintain organization and visibility across ongoing projects and initiatives.
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• Coordinate follow-ups with project owners and stakeholders to help ensure timely execution.
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• Organize project documentation, meeting notes, and supporting materials.
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• Assist with identifying potential roadblocks and escalating issues when appropriate.
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• Take ownership of assigned projects and tasks from start to finish.
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Office & Site Operations Support

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• Serve as a key point of contact for day-to-day office and site operational needs.
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• Help maintain a professional, organized, and welcoming office environment.
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• Coordinate with internal teams, including Facilities, IT, Security, and other departments, to address site needs.
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• Assist with office supplies, inventory, shipments, deliveries, and other operational requirements.
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• Support visitor logistics, including office access, meeting preparation, and on-site coordination.
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• Help coordinate logistics for new employees, visitors, and other on-site needs.
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• Proactively identify and address operational needs to help ensure the site runs smoothly.
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Events, Meetings & Leadership Visits

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• Assist with planning and coordinating internal meetings, leadership visits, team events, and special initiatives.
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• Prepare the site for leadership visits and other key business meetings.
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• Coordinate meeting spaces, technology, vendors, catering, transportation, and other event logistics as needed.
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• Ensure meeting materials, agendas, presentations, and other resources are prepared in advance.
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• Support scheduling and logistics for training sessions, conferences, and business events.
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• Coordinate travel, accommodations, and other logistics for business participants when needed.
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• Assist with on-site event execution and follow-up.
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Sales & Leadership Operations Support

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• Coordinate leadership summits and assist with logistics for regional meetings.
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• Attend key meetings and track decisions, action items, tasks, and follow-up responsibilities.
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• Assist with internal communications, including leadership updates, announcements, and leaderboards.
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• Support the preparation of sales and leadership presentations, reports, and meeting materials.
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• Assist with coordination of sales meetings, training sessions, and other leadership initiatives.
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Communication & Team Coordination

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• Draft follow-up emails, meeting summaries, and reminders.
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• Coordinate communication across teams and leadership to support alignment and execution.
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• Serve as a reliable resource for coordinating priorities, follow-ups, and key business activities.
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• Build strong working relationships across departments and serve as a trusted point of contact for operational coordination.
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Qualifications & Skills

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• Highly organized with exceptional attention to detail and follow-through.
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• Excellent written and verbal communication skills.
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• Strong ability to manage multiple priorities and deadlines in a fast-paced environment.
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• Proactive, resourceful, and comfortable working independently.
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• Strong problem-solving skills and the ability to anticipate needs before they arise.
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• Comfortable supporting multiple leaders and working across a variety of business functions.
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• Ability to quickly adapt to changing priorities and provide support wherever needed.
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• Strong proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, Teams, and Word.
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• Experience supporting leadership, coordinating projects, managing office operations, or planning events is preferred.
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• Ability to handle sensitive and confidential information with professionalism and discretion.
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Ideal Candidate:

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The ideal candidate is a highly dependable and adaptable professional who enjoys being at the center of the action. They are comfortable balancing administrative responsibilities with project coordination, event planning, office operations, and leadership support.

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This person takes initiative, follows through, and is willing to step in wherever needed to help solve problems and keep priorities moving forward. They are organized, resourceful, and thrive in a fast-paced environment where no two days look exactly the same.