Analysis Skills, Best Practices, Billing, Budgeting, Business Operations, Business Processes, Business Solutions, Communication Skills, Contract Negotiation, Establish Priorities, Finance, Human Resources, Information Technology & Information Systems, Inventory Management, Leadership, Management of Information Systems/Technology (MIS), Mathematics, Multitasking, Operational Improvement, Operational Strategy, Operational Support, Operations, Operations Planning, Organizational Skills, Outsourcing, Problem Solving Skills, Process Improvement, Project Development, Project Planning, Project/Program Management, Purchasing/Procurement, Request for Proposals (RFP), Time Management, Vendor/Supplier Management, Vendor/Supplier Planning
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.