Business Systems & Operations Coordinator

Job Description

CJ Maintenance, Inc. is seeking a Business Systems & Operations Coordinator to help manage, improve, and support the technology, systems, and business processes that keep our company operating efficiently.

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The position combines business systems management, CRM administration, process improvement, technology support, operational coordination, digital marketing oversight, and the practical application of AI and automation tools.

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The Business Systems & Operations Coordinator will serve as an important internal resource for company systems and technology while working closely with the COO and other departments to improve workflows, solve problems, implement new technology, and ensure employees are using company systems effectively.

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The Coordinator will be responsible for helping establish processes, assigning or coordinating work, reviewing results, and ensuring these activities are completed accurately and efficiently.

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Primary Areas of Responsibility

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The primary focus of this position is:

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• Business systems and CRM administration
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• Technology and user support
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• Business process improvement
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• Workflow development and automation
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• Systems implementation and adoption
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• Data quality, reporting, and documentation
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The position will also oversee and coordinate operational, proposal, administrative, digital marketing, and AI-supported activities, with many routine tasks performed by the Administrative Assistant under the Coordinator's direction.

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Business Systems & CRM Management

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• Manage and maintain the company's CRM and other business software platforms.
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• Support company platforms used for CRM, HR, marketing, communications, productivity, document management, reporting, and other business functions.
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• Set up and maintain user accounts, permissions, roles, and system access.
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• Configure and improve workflows, automations, forms, fields, reports, dashboards, and other system functions.
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• Maintain data quality and system integrity and help establish consistent data-entry standards.
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• Identify duplicate, incomplete, inaccurate, or inconsistent information and coordinate corrective action.
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• Develop reports and dashboards that provide management with useful information about business activity and performance.
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• Train and support employees in the proper use of company software and technology.
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• Identify opportunities to improve efficiency through better use of existing technology.
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• Research and recommend new software, technology, integrations, and automation when appropriate.
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• Coordinate with software vendors, consultants, and outside technology providers when necessary.
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• Assist with the implementation, testing, rollout, and adoption of new business systems.
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• Document system configurations, workflows, procedures, and business processes.
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• Develop user instructions, SOPs, and training materials for company systems and processes.
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Experience with Zoho applications , CRM systems, or similar business platforms is a plus but is not required. Candidates with experience using platforms such as Zoho, Salesforce, HubSpot, Pipedrive, Microsoft Dynamics, Monday.com, or similar systems are encouraged to apply.

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Technology & User Support

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• Serve as an internal point of contact for employee questions involving company technology and business systems.
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• Provide first-line support for business applications, user accounts, permissions, software, computers, and common technology issues.
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• Troubleshoot software, access, account, and general system-related problems.
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• Assist with employee onboarding and technology setup.
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• Help maintain organized and secure access to company systems.
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• Assist employees with varying levels of technical experience.
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• Identify recurring technology issues and develop processes or training to reduce future problems.
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• Coordinate advanced network, hardware, cybersecurity, infrastructure, or other specialized technical issues with the company's outside IT providers when appropriate.
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This position is not intended to function as a traditional IT help-desk or network engineering position . The primary emphasis is on business applications, systems, users, workflows, and technology-enabled business processes.

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Business Process Improvement & Automation

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• Work with company leadership and departments to understand existing business processes and identify opportunities for improvement.
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• Translate operational needs into practical system workflows and technology solutions.
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• Help eliminate unnecessary manual processes, duplicate data entry, and inefficient administrative steps.
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• Develop and improve workflows between departments and business systems.
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• Identify opportunities for automation using existing software, integrations, and AI tools.
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• Test new workflows and processes before implementation.
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• Help establish standardized procedures so important business processes are consistent and repeatable.
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• Monitor implemented processes and recommend improvements as business needs change.
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Operations & Executive Support

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• Provide operational and systems support to the COO.
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• Oversee and coordinate administrative support related to job orders, proposals, business documents, and other operational activities.
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• Provide direction to the Administrative Assistant responsible for performing many of the routine administrative tasks associated with these activities.
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• Review work as appropriate to help ensure accuracy, completeness, and consistency.
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• Assist with more complex job orders, proposals, presentations, reports, and special projects.
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• Help establish efficient processes for preparing, routing, approving, organizing, and maintaining operational documents.
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• Use company systems and technology to improve the efficiency of operational activities.
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• Support cross-functional operational projects, process improvements, and special initiatives assigned by the COO.
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• Coordinate employees, vendors, or project participants when assigned responsibility for a particular implementation or project.
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Digital Marketing & AI Support

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The Coordinator will help oversee the company's digital marketing and AI-supported activities. Routine execution of many marketing and administrative activities may be performed by the Administrative Assistant under the Coordinator's direction.

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Responsibilities may include:

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• Coordinate and oversee company digital marketing activities, including social media, website content, email campaigns, graphics, and other digital materials.
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• Provide direction and review for digital content prepared by administrative support personnel.
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• Assist with more complex digital content, graphics, proposals, presentations, and marketing materials.
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• Support SEO and online marketing initiatives.
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• Review basic marketing analytics and performance information.
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• Help maintain consistent company messaging and presentation across digital platforms.
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• Identify opportunities to improve marketing processes through technology and automation.
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• Work with outside marketing, web, software, or technology providers when appropriate.
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Artificial Intelligence & Emerging Technology

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CJ Maintenance is actively interested in identifying practical ways to use artificial intelligence and emerging technology to improve productivity and business operations.

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The Business Systems & Operations Coordinator will:

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• Use AI tools such as ChatGPT, Claude, Gemini, and similar platforms for research, content development, data organization, productivity, problem solving, and process improvement.
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• Help employees identify appropriate ways to use AI tools within their responsibilities.
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• Explore AI-assisted workflows that can reduce repetitive administrative work.
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• Evaluate emerging AI, automation, and digital tools for potential business applications.
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• Assist with developing practical internal processes for using AI effectively and responsibly.
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• Identify opportunities to combine AI with existing company systems and workflows.
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• Stay informed about new technologies that could improve efficiency, communication, customer service, marketing, or business operations.
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Prior AI expertise is not required; however, candidates should be comfortable learning and actively using emerging technology.

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Team & Administrative Oversight

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• Provide day-to-day direction and coordination to the Administrative Assistant for assigned administrative, operational, proposal, marketing, and systems-support responsibilities.
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• Help establish priorities, procedures, and expectations for assigned work.
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• Review completed work when necessary and help ensure deadlines and quality standards are met.
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• Train and guide administrative support personnel on company systems, technology, and processes.
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• Work across departments to help employees effectively use company systems and technology.
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• Provide training and guidance when new systems, features, or processes are introduced.
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• Coordinate employees, vendors, or project participants when leading a specific project or implementation.
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• Adapt to changing priorities and support projects involving multiple areas of the business.
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Qualifications

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• 2+ years of relevant professional experience preferred in business systems, CRM administration, operations, technology support, business applications, digital systems, project coordination, or a related field.
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• Exceptional candidates with less experience and strong demonstrated technical aptitude may also be considered.
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• Bachelor's degree preferred but not required.
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• Strong general computer and technology skills.
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• Proficiency with Google Workspace , including Gmail, Google Drive, Google Docs, a strong working knowledge with Google Sheets, Google Calendar, and related collaboration tools.
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• Proficiency with Microsoft 365 , with strong working knowledge of Microsoft Excel .
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• Ability to work effectively across both Google Workspace and Microsoft Office file formats and platforms.
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• Familiarity with Adobe products.
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• Experience with CRM, HR, marketing, workflow, project-management, or other cloud-based business software is strongly preferred.
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• Ability and willingness to quickly learn unfamiliar CRM platforms, software, applications, and technology.
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• Demonstrated ability to research unfamiliar technology and independently develop solutions to business problems.
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