Business Operations & Administrative Coordinator

Business Operations & Administrative Coordinator

On-Site Role | St. Petersburg, FL

Position Overview:

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

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.

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.

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

Key Responsibilities:

Leadership & Administrative Support

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

Business & Project Coordination

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

Office & Site Operations Support

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

Events, Meetings & Leadership Visits

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

Sales & Leadership Operations Support

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

Communication & Team Coordination

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

Qualifications & Skills

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

Ideal Candidate:

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.

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.