Business Operations Coordinator

Job Description

Job Description

Business Operations Coordinator

Full-Time • Onsite: Stow, Ohio

About the Role

MediaNet AV is looking for a highly organized, detail-oriented Business Operations Coordinator to serve as the operational backbone of our office and warehouse. This is a hands-on role for someone who thrives on variety. One day you might be prepping a prevailing wage report and filing bid paperwork, the next you're checking in a warehouse shipment, invoicing a customer, or coordinating a vehicle repair. You'll be the first voice customers hear on the phone and the person who keeps our back-office systems, vendors, and compliance requirements running smoothly.

This role touches nearly every part of the business, so we're looking for someone who is comfortable switching between administrative, financial, and operational tasks throughout the day, and who takes ownership of problems until they're resolved.

Key Responsibilities

Administrative Duties:

• Administrative support for the Director of Operations.

• Assist with preparing time sheets for payroll administration.

• Prepare and submit prevailing wage / certified payroll reports.

• Track team vacation, time-off, and timecards within our ADP portal, including routine wage/benefit data entry such as withholding updates.

• Coordinate new-hire onboarding logistics: paperwork, systems setup, and first-day coordination.

• Schedule and track required team training and certifications.

• Answer incoming phone calls and greet visitors as the first point of contact for the company.

• Create and manage new projects and service tickets in our internal systems.

• Confirm service ticket details and technician start times with the field team.

• Order company marketing materials, swag and manage client gifting as needed.

• Provide day-to-day administration of Monday.com, D-Tools, Tracknicity, DEXT, and Azuga (user setup and routine maintenance).

• Assist in organizing and updating our CRM and project management portal.

• Support logistics for team meetings and our biannual company-wide meeting (scheduling, venue, materials).

• Reorganize and help maintain our company Google Drive.

• Monitor Builders Exchange for upcoming potential projects.

Billing & Accounting Support

• Invoice customers in Ohio and, as needed, New York.

• Prepare pay applications for construction billing.

• Process NY quarterly sales tax payments.

• Reconcile transactions in QuickBooks Online (QBO) as needed to track team spending and reconcile expense reporting

• Assist with accounts payable data entry and bill pay under management approval.

• Manage expense reporting through DEXT and track team mileage as needed.

Warehouse, Fleet & Facilities

• Receive incoming packages and check items into warehouse inventory, assisting the procurement team with inventory and procurement as needed.

• Manage vehicle maintenance scheduling and monitor the Azuga fleet safety/driving portal.

• Serve as the point of contact with our landlord for building and facility issues.

• Help keep our preventative maintenance program on track between check-ins.

What You Bring

• Prior experience in office management, administrative operations, or bookkeeping support.

• Comfort working within HR/payroll systems (ADP or similar) and accounting software (QuickBooks Online). 

• Strong organizational skills and the ability to juggle multiple priorities across departments without dropping the ball.

• Clear, friendly phone and in-person communication skills; you'll often be the first impression of MediaNet AV.

• A proactive, problem-solving mindset; comfortable reaching out to vendors, landlords, and service providers directly.

• Experience with prevailing wage / certified payroll reporting, construction industry bid platforms (e.g., Builders Exchange), or AV/low-voltage industries is a plus, but not required.

• Valid driver's license.

What We Offer

• 401(k) plan with company match

• Cell phone allowance

• Health, vision, and dental insurance