BUSINESS COORDINATOR JOB DESCRIPTION

A Business Coordinator keeps the operational infrastructure of a department running. Behind every on-time deliverable, reconciled account, and documented process is someone who owns the follow-through - fielding stakeholder requests, preparing materials for senior leaders, and maintaining the administrative scaffolding that functional teams depend on. In environments ranging from corporate divisions to back-office support units, this role sits between frontline teams and executive decision-makers, catching gaps before they become failures. The work demands enough organizational range to manage expense reconciliations one hour and coordinate an executive briefing the next.

As the Business Coordinator, you will manage the day-to-day administrative and operational tasks that keep cross-functional teams aligned, on schedule, and compliant with internal policies and documentation standards. You will support senior leaders and department heads directly, sitting within the operational or administrative function and serving as a primary point of contact for internal departments and external partners.

Career Impact: Consistent exposure to senior leadership decisions and cross-departmental processes builds the project coordination and stakeholder management fluency that mid-level operations and program roles require.

Business Impact: The accuracy of your billing reconciliations, meeting documentation, and process records directly determines whether teams can act on clean data and leadership can make informed decisions without delay.

Growth Opportunity: Coordinators who demonstrate ownership of complex administrative workflows and project tracking move into Operations Manager, Project Manager, or Executive Assistant roles with a clear record of cross-functional contribution.

• Coordinate scheduling, agenda preparation, and follow-up documentation for recurring leadership and departmental meetings.
• Reconcile financial records, expense reports, and invoiced accounts to maintain accurate operational data.
• Prepare internal communications, reports, presentations, and briefing materials for senior staff and executive leadership.
• Monitor active project timelines and deliverables, flagging risks and escalating recovery actions when milestones slip.
• Serve as the primary point of contact for inbound stakeholder requests, routing inquiries to the appropriate department or colleague.
• Maintain organized records, process documentation, and filing systems to support business continuity and audit readiness.
• Support cross-functional project work groups by collecting data, coordinating resources, and synthesizing findings for leadership review.

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
• 3 or more years of administrative, operational, or project coordination experience, with demonstrated exposure to senior leadership environments.
• Proven ability to manage multiple competing priorities and deadlines without sacrificing accuracy or follow-through.
• Strong written and verbal communication skills, including the ability to draft correspondence, reports, and presentations independently.
• Demonstrated experience maintaining confidentiality and exercising discretion when handling sensitive organizational information.
• Solid organizational skills with a track record of building and maintaining reliable filing, tracking, and documentation systems.
• Competency in office productivity suites and cloud-based collaboration platforms sufficient to support executive-level workflows.

• Associate's or bachelor's degree in a business-adjacent field combined with direct exposure to project lifecycle coordination or program support.
• Familiarity with enterprise resource planning or project management platforms used in operational or administrative contexts.
• Experience supporting compliance documentation, internal audit preparation, or policy communication within a regulated or process-driven environment.
• Demonstrated ability to facilitate small working groups, draft agendas, and drive meeting outcomes without direct authority.

• On-time completion rate of tracked project deliverables, reflecting coordination reliability across active workstreams.
• Expense report and account reconciliation accuracy rate, measuring how cleanly financial records close each period.
• Stakeholder response turnaround time in hours, tracking how quickly inbound requests are routed or resolved.
• Document and filing audit pass rate, reflecting the integrity of maintained records against internal standards.
• Meeting agenda and minutes completion rate, measuring how consistently preparation and follow-up documentation is delivered before and after scheduled sessions.

• Base Salary Range: $42,000 to $62,000 annually, depending on experience and location
• Bonus: Discretionary annual bonus, typically 3 to 7% of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution standard
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Hybrid work options, professional development stipend, employee assistance program

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation during the application or interview process may request one at any time. All offers of employment are contingent on successful completion of a background check. Applicants must be authorized to work in the United States.

The Business Coordinator delivers accurate invoicing, account reconciliation, and billing resolution in support of the accounts receivable function, serving customers through phone, email, and reporting channels. Working alongside teammates managing shared accounts, this coordinator ensures consistent service and identifies process improvements that strengthen billing accuracy and the overall customer experience.

Key Responsibilities

• Perform accurate invoicing and save invoices to customer files.
• Send reports to customers on a regular basis.
• Reconcile customer accounts as needed.
• Identify ongoing issues and recommend solutions to improve the billing process.
• Provide outstanding customer service in a fast-paced environment.
• Resolve billing questions via phone and email.
• Collaborate with team members working on the same accounts to ensure consistent service.

Required Qualifications

• Bachelor of Science in Business Administration, Accounting, or a related discipline, or equivalent experience.
• Minimum 1 year of administrative or clerical office work experience.
• Proficient in Google Drive, Gmail, and QuickBooks.
• Strong organizational skills with the ability to multitask and manage time effectively.
• Excellent written and verbal communication skills with strong critical thinking ability.
• Customer-focused team player able to make quick decisions in a fast-paced environment.

Embedded within the marketing and sales team, the Business Coordinator builds and maintains client databases and mailing lists while managing inbound queries, coordinating client events, and supporting the full sales cycle from cold outreach through contract close. Working closely with prospective clients and internal colleagues, this coordinator delivers the administrative and coordination support that advances new business opportunities and keeps sales pipelines moving.

Core Functions

• Manage inbound queries and update query details in the CRM.
• Understand customer requirements and forward information to the relevant team.
• Cold call, collate, and sort new marketing and sales databases.
• Create and maintain client databases and mailing lists.
• Coordinate and arrange client events, meetings, appointments, and conferences.
• Follow up with potential customers to conclude and close contracts.
• Assist with the preparation of presentations and pitches for prospective clients.
• Write and distribute agendas, proposals, cost estimates, and briefing documents for internal and external meetings.
• Track submitted proposals and provide feedback to management.
• Provide effective administrative support.

Qualifications & Experience

• Knowledge of STEAM education and school management workflows.
• Experience with MS Office and marketing software, including Google AdWords, Analytics, and CRM tools.
• Strong collaborative skills with proven conflict management and resolution ability.
• Ability to prioritize, meet deadlines, and escalate issues to supervisor.
• Proven ability to multi-task in a fast-paced environment with competing demands.

Reporting to management, the Business Coordinator shapes compliance coordination, legal documentation oversight, and support function routines across financial and operational initiatives, serving as the primary contact for everyday stakeholder needs. Partnering with the Communications Officer and cross-functional teams, this coordinator strengthens internal processes and contributes to projects and initiatives that build a more cohesive employee community.

Primary Duties

• Control and supervise legal documentation.
• Coordinate compliance with internal policies and procedures, including ownership, updates, and communication.
• Supervise and advise on support function routines, including financial figures for common initiatives.
• Coordinate management meetings including agenda preparation, communication, and follow-up.
• Assist in creating presentations and preparing necessary materials.
• Prepare internal communications and materials in cooperation with the Communications Officer.
• Serve as the primary point of entry for stakeholder support in resolving everyday issues.
• Take a proactive part in common projects and initiatives that strengthen support functions and employee community.

Skills & Qualifications

• 3 to 5 years of experience across a wide range of business support tasks.
• Proven stakeholder management and communication skills.
• Flexible, ownership-oriented, and open to new challenges and ideas.
• Excellent English language proficiency.
• Demonstrated high level of initiative.

Sitting at the intersection of sales and client services, the Business Coordinator leads the full client journey from initial inquiry and consultation through quote generation, contract production, and payment processing, working closely with legal teams throughout. Operating across scheduling, CRM management, and e-sign processes, this coordinator owns the onboarding experience and ensures prospective clients understand available services before committing.

Duties

• Follow up on leads and ensure data is updated in the CRM system.
• Respond to new enquiries from prospective clients via phone, text, and email.
• Work closely with legal teams to generate quotes.
• Carry out consultations with clients and help them understand the services provided.
• Take client payments by telephone and generate fee notes.
• Book appointments and manage the scheduling process.
• Produce contracts and manage e-sign processes.
• Run the sales and onboarding process for clients.

Requirements

• Proficient in MS Office, particularly Excel.
• Excellent communication, organisational, administration, and customer service skills.
• Ability to meet tight deadlines, multitask, and work both independently and as part of a team.
• Quick learner with strong attention to detail.
• A results-driven mindset and a customer-focused approach.

A key member of the delegated authorities team, the Business Coordinator delivers analytical reviews of DA agreement records, resolves premium variances, and prepares non-payment documentation to support underwriters across all classes of reinsurance business. Collaborating across data entry teams, the Team Manager, and external parties, this coordinator ensures treaty statements are accurately monitored and that audits and regulatory reviews proceed with full supporting documentation.

Functions

• Analyse Delegated Authority agreement records using bordereaux, income projections, and historic movements to propose Estimated Premiums for underwriters.
• Investigate and resolve booked versus accounted premium variances.
• Carry out ad hoc deep-dive analytical reviews of DA agreements across all classes of business.
• Advise data entry teams on processing complex or unique endorsements and contract adjustments.
• Prepare non-payment documentation including warning letters, cancellation notices, and Time on Risk policy letters.
• Monitor and chase proportional treaty statements to ensure accurate booking within company systems.
• Assist the Team Manager with external and internal financial, process, and regulatory audits.

Experience & Qualifications

• Bachelor's or Master's degree in economics, management, or a related field.
• Minimum 2 years of experience within a commercial reinsurance carrier, delegated authorities, or insurance and reinsurance lines of business.
• Knowledge of the reinsurance underwriting community and delegated authority frameworks.
• Ability to read and interpret insurance contract documentation to determine premium values and due dates.
• Ability to monitor bordereau and treaty statements and liaise with third parties to ensure receipt.
• Strong problem-solving skills with proven ability to work with speed and accuracy under pressure.
• Excellent verbal and written communication skills with strong relationship-building ability.

Sustained contract compliance and information security depend on the Cyber Security Business Coordinator, who owns the full contract lifecycle from Scope of Work through renewal and termination while maintaining metric reports, databases, and required documentation across vendor and internal relationships. Serving as the central liaison among project managers, attorneys, finance officers, and external vendors, this coordinator ensures every IT change and contractual obligation is tracked, interpreted, and reported with accuracy.

Accountabilities

• Ensure ongoing contract compliance and manage the full contract process from Scope of Work through renewal, termination, and execution.
• Monitor IT changes for contractual compliance and report findings as required.
• Maintain metric reports, narratives, information databases, and required contract documentation.
• Communicate with project managers, attorneys, finance officers, external vendors, and internal departments as needed.
• Provide status reports and prepare forms and correspondence to support a seamless contracting process.
• Manage assigned contracts beyond expiration, including invoice processing and logical file maintenance.
• Coordinate and assist in report maintenance by ensuring accurate and timely data.
• Interpret contract terms, clarify scope of work with project managers, and liaise with internal sections from RFP through execution.

Technical Qualifications

• 2 or more years of information security experience.
• Knowledge of risk assessment methodologies and technologies.
• Experience in project management and change management.
• Excellent oral, written, organizational, and analytical skills.
• Proven ability to build and maintain relationships with a wide range of stakeholders.

As the Business Coordinator to the Chairman, this role shapes the Chairman's daily operations by managing correspondence, calendars, travel arrangements, expense reconciliation, and executive team meetings while serving as the primary point of contact for scheduled visitors, client requests, and international office coordination. The Chairman's office relies on this work to maintain seamless corporate management, from screening communications and organizing agendas to supporting outside activities with advanced presentations and discreet senior staff interactions.

Activities

• Compose and edit internal and external correspondence, reports, memoranda, and other materials, and maintain client files.
• Manage significant internal follow-up activities including meeting arrangements, mailings, and correspondence.
• Work closely with international and regional offices, external organizations, and institutions, with key partnership with the office of Chairman, Americas.
• Provide vital support inside and outside the office to foster effective corporate management through regular senior staff interactions.
• Greet scheduled visitors and clients, answer and screen calls, and arrange conference calls.
• Manage incoming client requests and filter to the appropriate department or colleague.
• Monitor the executive email inbox, flagging urgent messages and removing spam.
• Maintain calendar, scheduling, and travel arrangements, including appointment reminders.
• Reconcile expense reports, review and approve direct reports' expenses, and flag policy violations.
• Organize agendas and manage multiple weekly executive team meetings.
• Create advanced presentations and provide administrative support for the Chairman's outside activities.

Position Requirements

• Bachelor's degree preferred, or equivalent work experience.
• Minimum 3 years of related experience, with preference for experience in the Art World.
• Significant experience supporting senior executives with a high level of diplomacy and discretion.
• Proficient in Microsoft Office, including email, spreadsheet, word processing, and presentation applications.
• Exceptional written and verbal communication skills with strong interpersonal and client service ability.
• Highly organized with outstanding multitasking, follow-up, attention to detail, and confidentiality practices.

Amazon Business Coordinator builds efficient infrastructure and operations across Planning, Purchasing, Sales Support, and Finance by managing day-to-day Amazon business, executing SEO and product launch campaigns, and maintaining digital content, brand stores, and the product merchandising calendar. The work directly supports cross-functional creative and sales planning teams and turns performance data, ratings, and inventory tracking into actionable recommendations that drive eCommerce growth.

Operational Focus

• Manage day-to-day business operations on Amazon.
• Build efficient infrastructure and practices across Planning, Purchasing, Sales Support, and Finance.
• Establish sales and variation strategies for product assortment, placement, and pricing.
• Handle order and inventory management.
• Execute and maintain digital content including images, data files, video, product pages, and brand stores.
• Work cross-functionally with creative and sales planning teams to gather copy, assets, and item specs.
• Develop and execute SEO and sales campaigns, and integrate seasonal and new product launch materials.
• Manage the product merchandising calendar and execute brand store updates aligned with marketing and promotional calendars.
• Monitor ratings, reviews, and FAQ responses, and relay product feedback to internal teams.
• Track content performance, conversion, and inventory levels, and build reports with actionable recommendations.

Knowledge, Skills & Abilities

• 3 to 5 years of direct Amazon and eCommerce experience, including knowledge of Vendor Central and self-serve platforms.
• Proficient in Amazon Vendor Central, Ads platforms, Microsoft Excel, Word, and Outlook.
• Familiarity with Google Webmaster Tools and Analytics preferred, and Full Circle software a plus.
• Previous powersports industry experience preferred.
• Strong analytical, verbal, and written communication, organizational, and attention-to-detail skills.
• Demonstrated ability to plan proactively, prioritize, and deliver results in a cross-functional environment.
• Creative thinking and problem-solving ability.

The Pet Business Coordinator oversees administrative operations and employee engagement for the Pet business team, managing functions that span facility access, shipment coordination, OFAC reporting, and the full Pet Employee Engagement program, including onsite and virtual events. Reporting to Pet business leadership and collaborating across IT, facilities, and the engagement team, this coordinator ensures day-to-day office operations run smoothly while fostering a motivated and connected workforce.

Key Deliverables

• Answer and direct phone calls and emails, and manage the back-office phone system and setup.
• Organize and schedule appointments, meetings, meals, and catering for onsite events.
• Receive, schedule, and manage shipments, postal processing, and mail sorting and scanning.
• Manage OFAC and USCDP reporting for the Pet business.
• Own key fob setup and management for Pet facility access.
• Maintain the org chart and Pet All Associates email distribution list.
• Manage print requests, inventory restocking, and IT hardware within the Pet facility.
• Coordinate facility maintenance and manage the Pet Issue Tracker.
• Lead the Pet Crisis Management Team and assist with claims documentation for audits and compliance reviews.
• Own the Pet Employee Engagement program including onsite and virtual events, networking, and motivational initiatives.

Professional Experience

• High School Diploma or equivalent.
• 3 or more years of relevant administrative or coordination experience.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Exceptional customer service, organizational, and time management skills with strong calendar management ability.
• Outstanding attention to detail, proactive follow-up skills, and demonstrated ability to maintain high-quality standards.
• Strong project management skills, including problem-solving, analytical thinking, and decisiveness, with experience in employee engagement initiatives a plus.

Embedded within the eCommerce and retail team, the Business Coordinator develops analyses of business trends, competitive activity, and promotional performance while managing Amazon Vendor Central supply chain responsibilities, marketplace compliance, and content alignment across retailer portals. Working closely with broker partners, cross-functional colleagues, and retail account teams, this coordinator provides the financial monitoring, Coop reconciliation, and actionable reporting that sustains profitable eCommerce operations.

Areas of Ownership

• Monitor weekly sales and profitability and provide finance support across the business.
• Manage eCommerce needs within internal team portals and retailer portals.
• Maintain content alignment and updates, and monitor Buy Box and consumer response engagement.
• Manage marketplace compliance, new account research, price list management, and new product setup.
• Manage supply chain responsibilities within Amazon Vendor Central, including PO acceptance, routing requests, and advance shipment notifications.
• Reconcile Coop agreements, manage SNS reporting and dashboard creation, and handle proof of delivery and chargeback requests.
• Conduct analyses of business trends, competitive activity, and promotional performance, and make actionable recommendations.
• Assist in retailer engagement strategy and collaborate with broker partners and cross-functional teams.

Education & Experience

• Bachelor's degree or equivalent experience.
• 2 or more years of Amazon experience, with CPG or Health, Beauty, and Personal Care experience preferred.
• Experience with EDI strongly preferred.
• Familiarity with Profitero and NetSuite a plus.
• Tech-savvy and comfortable using cloud-based systems and eCommerce platforms.
• Strong analytical, communication, organizational, and planning skills with a detail-oriented mindset.
• Ability to escalate issues effectively and manage constant change in a fast-moving eCommerce environment.

Reporting to senior division leadership, the Business Coordinator advances project coordination and operational support across complex initiatives by facilitating work groups, monitoring deliverables, preparing reports and communications, and identifying risks and contingency plans for healthcare program execution. Partnering with project managers, executive leaders, and cross-departmental teams, this coordinator serves as the subject matter expert and internal liaison whose documentation, scheduling, and process improvement work keeps programs on time and in scope.

Role Responsibilities

• Participate in active project work groups and committees and provide recommendations to achieve goals.
• Facilitate meetings and contribute to planning, decision-making, and coordination of project resources.
• Ensure all project deliverables are identified, on track, and supported by appropriate recovery actions when needed.
• Reinforce established standards, regulations, and methodology, and recommend process improvements to help establish new standards.
• Monitor and report project progress using appropriate planning and scheduling tools such as dashboards and metrics.
• Prepare reports, presentations, agendas, policies, communications, and other required documentation.
• Document processes and procedures to ensure business continuity.
• Coordinate and collect data for assigned projects and prepare reports for management and executive leaders.
• Identify potential risks and assist in developing and implementing contingency and recovery plans.

Background & Experience

• High School Diploma required, Associate's degree preferred.
• 3 or more years of progressive project coordination or professional assistance experience.
• Experience in healthcare or a related field preferred.
• Intermediate to advanced knowledge of Microsoft Office products.
• Working knowledge of SharePoint.
• Strong organizational, problem-solving, and time management skills with the ability to manage complex work efforts and lead small groups through projects.
• Excellent written, verbal, and communication skills with the ability to build stakeholder buy-in and drive collaboration.
• Willingness to travel up to 25% as needed.