Business Development Ops & Admin Coordinator

Job Description

Job Description

Business Development Operations & Administrative Coordinator

Remote position, must be located in Florida with the ability to travel in-state as needed.

Position Summary

The Business Development Operations & Administrative Coordinator serves as the organizational backbone of the Business Development team, ensuring operational excellence, coordination, accountability, and execution across Spectrum’s post-acute growth initiatives.

This role is responsible for supporting the day-to-day administrative, operational, and logistical functions of the Business Development department while helping maintain consistency, organization, and efficiency across partnerships, facility relationships, conferences, meetings, reporting, and internal initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, calm under pressure, and capable of managing multiple competing priorities in a fast-paced healthcare environment. This individual must possess exceptional customer service and communication skills while demonstrating strong proficiency in PowerPoint, Excel, CRM management, and project coordination.

This position will work closely with Business Development leadership, operational leaders, marketing vendors, regional representatives, and executive leadership to support Spectrum’s continued growth and market presence.

Key Responsibilities

Business Development Tracking & Reporting

• Maintain accurate tracking of:
  • New facility relationships
  • New strategic partnerships
  • Facility or partnership losses
  • Territory assignment updates
  • Growth pipeline activity
• Assist with CRM validation, integrity checks, and data accuracy initiatives.
• Perform ongoing audits to ensure consistency and completeness of BD data and reporting.
• Prepare monthly Business Development Board presentation slides summarizing:
  • Wins and new partnerships
  • Losses or transitions
  • Strategic updates
  • Growth activity and trends
• Assist with monthly reconciliation and tracking of the Business Development bonus plan.

Association & Conference Management

Coordinate logistics and administrative support for state and national associations and conferences, including organizations such as:

• Florida Health Care Association (FHCA)
• Florida Senior Living Association (FSLA)
• Florida Assisted Living Association (FALA)
• Greater Orlando Organizational Consortium (GOCC)
• Elder Care Association of Florida (ECAP)

Responsibilities include:

• Monitoring district meetings, networking events, and conferences
• Ensuring invitations and meeting details are routed to the appropriate BD representative based on territory alignment
• Managing conference planning timelines and deliverables
• Coordinating:
  • Hotel reservations
  • Registration logistics
  • Travel coordination
  • Dinner/event reservations
  • Booth setup logistics
  • Vendor coordination
  • Marketing material preparation
  • Give-away procurement
  • Shipping and transportation of booth/event materials
• Assisting with conference budget tracking and expense organization
• Coordinating presentation materials and event readiness

Internal Meeting & Administrative Support

• Coordinate and support internal Business Development meetings.
• Prepare agendas, meeting materials, and follow-up action item tracking.
• Take detailed meeting minutes and monitor completion of assigned follow-up tasks.
• Assist leadership in maintaining accountability and progress between meetings.
• Coordinate calendars, scheduling, and reservations as requested.
• Support department celebrations, recognition initiatives, and social events, including:
  • Holiday gifts
  • Team appreciation activities
  • Ice cream truck/events
  • Team dinners and gatherings

Onboarding & Team Support

• Develop and coordinate orientation plans for new Business Development representatives.
• Ensure onboarding materials, introductions, training schedules, and operational resources are organized and completed.
• Assist in creating a positive and highly organized onboarding experience to support early success.

Required Skills & Competencies

• Exceptional organizational and multitasking abilities
• Strong customer service and relationship management skills
• Excellent written and verbal communication skills
• Highly detail-oriented with strong follow-through
• Ability to remain calm, professional, and solutions-oriented in stressful or fast-paced situations
• Strong time management and prioritization skills
• Ability to manage confidential and sensitive information appropriately
• Self-motivated with the ability to work independently while supporting a collaborative team environment

Technical Skills

Required proficiency in:

• Microsoft PowerPoint
• Microsoft Excel, including:
  • Pivot tables
  • Data organization and reconciliation
  • Reporting functions
• Microsoft Outlook and Teams
• CRM systems and database management
• Basic budget tracking and expense reconciliation

Preferred:

• Experience supporting healthcare business development teams
• Conference/event coordination experience
• Knowledge of post-acute healthcare markets and associations

Education & Experience

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Marketing, Communications, or related field
• 3+ years of administrative, operations, project coordination, or business development support experience
• Experience in healthcare, post-acute care, senior living, or physician services preferred

Work Expectations

• Ability to manage multiple priorities and deadlines simultaneously
• Occasional evening or after-hours work may be required for conferences, events, meetings, or deadlines
• Occasional travel may be required to support conferences or company events

Why Join Spectrum

At Spectrum Medical Partners, we are building one of the most integrated post-acute healthcare platforms in Florida, focused on exceptional care, extraordinary results. This role is critical to supporting the operational excellence and continued growth of our Business Development platform and strategic partnerships across the state.