Business Operations Coordinator - The Steely Group

We are seeking a high-quality, ambitious, and experienced Business Operations Coordinator to support our client’s exciting new start-up company – a boutique Contract Research Organization (CRO). As an important member of the team, they will spend time teaching you about their organization and its aims and ambitions so that you can quickly become a productive and valued part of their team.

Seeking a highly motivated and experienced Business Operations Coordinator to support the team for the successful delivery of prospective and active projects. The Business Operations Coordinator works across all business functions, developing execution improvement strategies, implementing new operations, and supporting the execution of the business unit’s goals. This position acts as a cross-functional layer that ensures all departments are aligned and working together to execute the business plan and strategic plans. 
 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Support day-to-day operations with the executive team to keep the business running and growing.
• Schedule meetings with clients and prospects, job candidates and others.
• Handle administrative tasks such as electronic filing of documents, record-keeping utilizing online trackers, and data entry.
• Assist with onboarding and offboarding of new and existing clients. 
• Manage relevant vendors and maintain positive relationships.
• Occasional travel booking and calendar management for senior and remote team members.
• Assist with scheduling and managing meeting rooms at relevant WeWork offices or equivalent. 
• Ensure meeting rooms are set up and equipped with necessary technology.
• Support ad hoc projects as needed.
• Continuously improve existing structures and coordination across the company.

 
Accounting & Finance: 

• Accounts payable and data entry, including corresponding with vendors, routing invoices for approval, entering them into accounting software, and setting up payments in bank’s bill pay system.
• Create expense reports according to company policies.
• Review/QC consultants’ and/or employees’ expense reports to ensure accuracy and completeness prior to invoicing clients.

 
Human Resources: 

• Assist with onboarding and offboarding of new and existing employees and consultants and maintaining employee records.
• Track employment and contractor agreements and assist with finalizing and routing for signature.
• Manage, update and maintain employee, consultant, and vendor contact lists. 

 
Travel Arrangements:

• Coordinate travel logistics, including booking flights, hotels, transportation, and visas for assigned team members as needed.
• Prepare detailed travel itineraries for business trips as needed.

Project Support:

• Assist in the planning and execution of special projects and events.
• Conduct research and gather information to support decision-making.
• Assist executive team and event planner (or equivalent) with creating a collaborative team environment in a virtual office space setting, ensuring the team members feel supported and encouraged to play more of an active role in the company (i.e. in-person or virtual team building, birthday or milestone celebrations, quarterly in-person meetings, holiday gifts, etc.) 
• Assist with preserving and supporting relationships with clients and external vendors/partnerships through quarterly check-in meetings, holiday gift planning, etc.  
• Annual calendar forecasting for upcoming events with team members, clients and vendors.

 
Problem Solving:

• Address and resolve day-to-day issues and inquiries on behalf of the executive team.
• Anticipate potential problems and proactively find solutions.

 
 
QUALIFICATIONS:

• Minimum bachelor’s degree or equivalent
• 1-3 years of professional experience, preferably in a similar administrative position in a small, fast-paced organization or startup. 
• A strong work ethic, and the ability to self-motivate and work with limited supervision.
• Excellent follow-through and ability to track and deliver on a multitude of projects and tasks, prioritizing as necessary.
• Superb organizational skills, attention to detail and a high level of accuracy.
• Proficiency in using office software (e.g., Microsoft Office Suite, SharePoint Google Workspace, Asana, etc.).
• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Discretion and the ability to handle confidential information.
• Flexibility to adapt to changing priorities and work independently.
• A professional and friendly demeanor.
• May include travel up to 10-15% depending on scope of project.

Key personal qualities

• Enjoy working with people
• Strong team player
• Great organizational skills
• Self-motivated with ability to demonstrate a high level of initiative
• Honest and reliable
• Positive outlook on life
• Can work under pressure and to tight deadlines
• Quick to learn and a good attention to details

What to expect

• Fast moving, fun and high-pressure environment.
• Strong team culture with a focus on delivery.
• Being part of an exciting team, which respects the individual and aims to create a culture of opportunity where you can shine.
• Experience exciting opportunities for personal growth and development. 
• Working with fun, super talented and hardworking clinical research professionals who take their work seriously. 

Working as a Business Operations Coordinator can be a rewarding position for those who enjoy contributing to the efficiency and effectiveness of a start-up company while maintaining work-life balance. This role typically offers flexibility in terms of work hours and can be an excellent opportunity for individuals looking to support senior management while pursuing other interests or responsibilities.


Working hours
Hours expected are flexible and will start off with 10-20 hours per week and may ramp up to 40 hours per week (after about 3 months) during normal business hours depending on the various projects. It may be necessary to work overtime during peak times and when deadlines are close.