Business Operations Coordinator (US Hours)

Job description

Key Responsibilities Vendor & Compliance Management Collect and track Certificates of Insurance (COIs), W-9 forms, trade licenses, vendor agreements, and compliance documentation Monitor insurance and license expiration dates Assist with onboarding subcontractors and vendors Ensure vendors comply with client requirements and operating procedures Billing & Accounting Assistance Assist with invoice collection and submission Verify invoices against approved work orders and NTE amounts Coordinate with accounting regarding accounts receivable and payable Track missing documentation required for payment processing Maintain organized financial and operational records Client Communication Serve as a professional point of contact for clients and vendors Follow up on service updates, scheduling, and customer concerns Maintain a high level of professionalism and responsiveness Escalate operational issues to management when necessary Business Development & Social Media Support Support business development efforts by researching potential clients and maintaining prospect lists Assist with client outreach, follow-ups, and proposal preparation Help manage and update company social media accounts and online presence Create and schedule professional social media content and company updates Monitor engagement and assist with marketing and branding initiatives Technical profiles preferred Strong organizational and multitasking skills Excellent written and verbal communication skills in English High attention to detail and follow-through Proficiency with: Microsoft Office / Google Workspace Excel / Google Sheets Email management CRM or work order systems Ability to work independently and manage priorities Professional communication skills with clients and subcontractors We are a fast-growing U.S.-based facilities management company managing repair and maintenance operations for national clients. We work with a network of vendors across the U.S. and a remote operations team internationally.