Business Operations Coordinator

Overview

The Business Operations Coordinator supports the Director of Operations (DOO) - Whitefoord in overseeing daily operations and advancing its strategic goals. This role leads the implementation of cross-departmental process improvement initiatives as directed by the DOO-Whitefoord and plays a key role in managing internal and external projects that support organizational growth and new initiatives.

Qualifications

Education/Experience/Skills

Bachelor's degree in related field.

Minimum of 3 years in a professional environment with operational responsibilities.

Ability to generate complex documents and reports via software and Microsoft Office suite.

Proficient in communication strategies, verbally, written, and non-verbal.

Proven experience in project management, process improvement, and vendor management.

Strong critical, creative and analytical thinking, decision making and innovative problem-solving skills.

Language Ability

Ability to communicate effectively in a team environment.

Ability to speak effectively in front of large audiences.

Math Ability

Basic mathematical skills.

Reasoning Ability

Ability to multi-task and prioritize.

Demonstrate good judgment and decision-making skills.

Responsibilities

• Partnering with outsourced Information Technology and Human Resources departments to manage and distribute IT inventory.
• Maintaining the organization's phone system, including updates to service offerings and hours of operation.
• Gaining proficiency in all business systems to support cross-departmental utilization.
• Serving as the primary point of contact for all vendor services, including sourcing, contract negotiation, and oversight of the Request for Proposal (RFP) process.
• Maintaining a current inventory of vendor contracts and reassessing terms annually prior to renewal.
• Creating and distributing vendor schedules to staff and resolving service or billing issues as they arise.
• Coordinating and leading recurring meetings and onsite visits with vendors and partners.
• Overseeing internal procurement processes, initiating approvals, and communicating order confirmations to relevant stakeholders.
• Driving process improvement by identifying operational challenges, proposing system changes, and implementing best practices across organizational routines.
• Supporting strategic and operational plans in alignment with Whitefoord's broader vision.
• Evaluating business processes quarterly under the guidance of the DOO and recommending enhancements.
• Developing systems that reduce manual tasks and enable teams to focus on higher-value work.
• Collaborating with the DOO on new initiatives, including project planning and vendor management for special projects.
• Assisting in the development and maintenance of project budgets in partnership with the Finance team.
• Providing timely updates to the leadership team on operational progress and project milestones.