Operations Coordinator

Michael Best Strategies seeks an Operations Coordinator to join our team in the Waukesha office. This role works closely with the Director of Finance & Operations and the Firm’s Finance & Accounting Department in the Waukesha office. This role is responsible for coordinating contracting, financial reporting, compliance, and client intake processes, ensuring accuracy, timeliness, and adherence to applicable regulatory requirements. Key Responsibilities Operations & Financial Management Establish and maintain client profiles and complete vendor registrations. Manage shared contract inbox and support contract workflows. Support month-end close activities, including reporting and database updates. Assist quarterly forecasting, annual budgeting, and other core operational processes. Prepare periodic financial and operational reports on key metrics. Assist with development and maintenance of standard operating procedures. Maintain firmwide templates and governance documentation on SharePoint. Identify and escalate process improvement opportunities. Serve as coordinator for the Director of Finance & Operations and provide general administrative and operational support as needed. Client Intake, Contracts & Billing Review and approve draft proformas for clients Manage engagement lifecycle for new and existing clients, including drafting, execution, and record retention. Serve as a resource for client intake processes, including agreements, payments, and documentation. Track onboarding progress from engagement through first billing; resolve delays. Collaborate with billing and collections teams on aged receivables and billing issues. Support resolution of client billing inquiries and disputes. Job Requirements Experience & Education Bachelor’s degree in Accounting, Finance, or related field (preferred) 3+ years of accounting, finance, or operations experience, preferably in a professional services or regulated environment Proficiency with Microsoft Office applications (Excel, Outlook); CRM/financial systems experience preferred Core Competencies Strong analytical, organizational, and project management skills High attention to detail with a commitment to accuracy Ability to manage multiple priorities in a deadline-driven environment Sound judgment and discretion with confidential information Effective written and verbal communication skills Ability to translate financial information for non-finance stakeholders Strong interpersonal skills and ability to work cross-functionally Problem Solving & Adaptability Proactive approach to identifying issues and implementing solutions Ability to adapt to evolving regulatory and reporting requirements Comfortable working both independently and collaboratively Professional Requirements Client-focused mindset with strong professionalism Authorization to work in the United States required Flexibility to work additional hours and travel occasionally, as needed Who We Are Michael Best Strategies helps companies accelerate their success through a combination of strategic business consulting, lobbying and government relations, strategic public affairs and communications as well as procurement and defense. We help companies advance their business objectives by connecting them with influential allies, including Government Officials, Industry Leaders and Innovators, Consumer Segments, Media, and Communities and Stakeholders. The firm has thrived by providing each client a diverse team of professionals with the experience, skills and relationships necessary to help them achieve their goals more quickly and fully. The Location We have offices in Wisconsin (Green Bay, Madison, Milwaukee, Waukesha); Illinois (Chicago, Springfield); Utah (Salt Lake City); Colorado (Denver, Broomfield); Texas (Austin); North Carolina (Charlotte, Durham, Raleigh, Wilmington); California (Los Angeles); Nebraska (Lincoln); and Washington DC. Our contemporary office spaces are ideal for concentration and collaboration; supporting our culture of working together to make great things happen for our Clients. This position will be based in our Waukesha office. Why You Should Apply At Michael Best, we are proud to offer a comprehensive and competitive Total Rewards package that provides a variety of resources designed to enhance its employees’ overall well-being, both at work and at home. Competitive base pay, outstanding benefits, opportunities for learning and growth, programs designed to help you plan for the future, and perks that inspire your downtime are all part of our total compensation package. Learning and Growth Challenging and Dynamic Role Professional Growth Opportunities Performance Management and Coaching Specialized Training Programs Medical Vision Care Health Savings Accounts Flexible Spending Accounts Wellness Program Employee and Family Assistance Program Total Compensation Competitive Base Pay Annual Merit Review/Incentive Pay Planning for the Future 401(k) with Company Contribution Short Term Disability Plan Long Term Disability Plan Life Insurance Critical Illness Insurance Parental/Family Leave Culture and Workplace Respected organization with Collaborative Culture Growing Firm with an Exciting Future Contemporary Work Environment Positive and Respectful Work Climate Performance Recognition To be considered for this position, please submit an application via our online portal. Recruitment Agencies: Michael Best is not accepting unsolicited agency resumes for this position. Please do not forward resumes to our careers email address or any Firm employees. Michael Best is not responsible for any fees related to unsolicited resumes. Michael Best & Friedrich LLP and Michael Best Strategies LLC (collectively known as "Michael Best") are steadfastly committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact our Recruiting team at View phone number on click.appcast.io or View email address on click.appcast.io to let us know the nature of your request and your contact information. #J-18808-Ljbffr