Business & Operations Coordinator

Role Description

We are looking to hire a Business & Operations Coordinator to provide day-to-day operational support for our client. Supporting the Director of Marketing Strategy & Operations, this role’s primary responsibility is to track and manage the marketing team’s budget, partner with procurement, facilitate vendor administration, and support financial operations.

Our Operations & Business Coordinator helps ensure financial accuracy, operational discipline, and effective business processes while also providing administrative support for onboarding, team operations, travel coordination, and organizational activities. This role serves as the central point of coordination for budget tracking, purchase orders, statements of work, invoicing, and spend management across the marketing organization.

Ideal candidates thrive working both independently and collaboratively, are detail-oriented with proven organizational skills, highly effective communicators both written and verbal, and can effectively manage multiple operational processes simultaneously in a fast‑paced, highly evolving environment.

Responsibilities:

• Serve as the primary coordinator for day-to-day marketing budget administration across the organization.
• Maintain budget tracking tools, spending reports, forecasts, and documentation to provide visibility into planned, committed, and actual spend across teams, programs, and vendors.
• Monitor budget utilization, track investment allocations, identify discrepancies, and support monthly and quarterly budget reviews.
• Partner with marketing leadership, finance, and business operations teams to ensure financial accuracy, budget compliance, and timely reporting.
• Manage the operational lifecycle of marketing procurement activities, including statements of work, purchase orders, vendor engagements, and invoice processing.
• Maintain oversight of marketing vendors, contractors, and external partners and coordinate contracts, PO creation, invoice reconciliation, renewals and extensions, and payment approvals.
• Support workforce administration activities including maintaining vendor rosters, onboarding and offboarding activities, access requests, equipment provisioning, and ensuring all team members are set up successfully.
• Coordinate travel requests, team logistics, and support scheduling and operational planning for workshops, offsites, leadership meetings, and team gatherings.
• Assist with execution of morale-building activities and team events that foster engagement and connection across a globally distributed organization.
• Maintain complete, accurate, and compliant operational documentation, team resources, process guides, and shared repositories that support efficient execution across the organization.
• Develop and update templates, onboarding materials, operating procedures, and knowledge resources to improve consistency, reduce administrative burden, and enable effective cross-team collaboration.

Qualifications

• 3+ years of experience in administrative support, business operations, or customer service in a marketing, finance or procurement environment.
• 1+ years of experience reviewing and managing administrative budgets for marketing teams, events, travel, etc.
• Associate or Bachelor degree in Business Administration, Human Resources, Marketing or relevant field or equivalent experience.
• Strong experience managing budgets, purchase orders, invoices, spend tracking, and vendor administration.
• Exceptional attention to detail and ability to manage large volumes of financial and operational information accurately.
• Strong organizational and communication skills with the ability to manage multiple priorities simultaneously.
• Advanced proficiency with Excel and Microsoft 365 tools.
• Experience coordinating across finance, procurement, legal, and business stakeholders.
• Experience supporting marketing, product, creative, or technology organizations preferred.

Benefits

• Medical, dental, vision, basic life/AD&D, long-term disability, and employee assistance programs.
• Additional voluntary benefits like short-term disability plans and health coverage for dependents.
• 401(k) & HSA.
• Competitive PTO plan.
• 12 paid holidays throughout the calendar year, plus additional floating holidays.