Senior Operations Coordinator

Role Overview 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. What the Senior Operations Coordinator Handles What This Allows the Organization to Achieve 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 Performance Indicators Organizational Impact 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 escalated 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. E-Verify Program #J-18808-Ljbffr Dormont Manufacturing Co