Business Operations Coordinator

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Position Type:

Full-time employee

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Reports To:

Business Operations Manager

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Job Location:

U.S. Headquarters (Woburn, MA)

Please email your résumé/CV, we will contact you if we are interested in considering you for the positions.

Apply Via Email

Job Overview

The Business Operations Coordinator is responsible for supporting day-to-day administrative aspects of our office including activities specific to the accounting department as a key contributor to the organization.  Working in tandem with our part-time office assistant, the Business Operations Assistant will ensure that tasks are seamlessly implemented and maintained.  He/she In this role, the Sales Operations & Office Assistant will coordinate, monitor and keep the fast-paced continuum amongst the various departmental functions. This role serves as the primary liaison and “go-to” person for the office.  Responsibilities include:

Facility Upkeep and Communications

  • Answering general phone line as needed and routing calls as appropriate; check messages on a daily basis.
  • Sorting and distributing incoming and outgoing mail.
  • Arranging for shipping and receiving (including assisting the marketing team as required for tradeshow shipping arrangements).
  • Filing, shredding.
  • General employee communications including birthday announcements, personal milestones, etc.
  • Ensure that common area office equipment is maintained, escalating issues as required. Also ensure that kitchens and bathrooms are stocked with supplies purchased by the Office Assistant
  • General liaison with vendors including Cummings (property manager), office cleaners, and material suppliers.
  • Miscellaneous administrative duties for departmental managers as appropriate.
  • Backup to the Part-time office assistant

Accounts Payable and Expense Reports

  • Receiving and processing invoices from vendors and service providers. Printing and mailing checks, meeting due dates to avoid late charges.
  • Processing BridgeHead Vendor Purchase Orders, ensuring appropriate approvals are in place.
  • Data entry of A/P in Financial Force system.
  • Processing of expense reports. Ensuring accuracy, reconciling receipts and obtaining management authorization for payment.  Answering employee questions regarding reimbursable travel reports, cross-charging, and company expense policies. 
  • Processing approved expense reports in FinancialForce and reimbursing authorized expenses to employees via ACH direct deposit (or by check if requested by employee), making cash entry/record in FinancialForce system.

Maintenance Renewal /Licensing Assistance

  • Create monthly maintenance renewal spreadsheets and quotations under the direction of Business Operations Manager
  • Create and process BridgeHead P.O.s to resellers in accordance with their respective sales margins

Sales Operations

  • Assistance with various planning aspects of the Company’s quarterly sales meetings in conjunction with marketing manager and other staff.

Qualifications

  • 5 years of experience in a business operations assistant role or a related position in the technology sector or a similar fast-paced environment.
  • Associate’s degree or equivalent.
  • Understanding the Salesforce application and other marketing automation tools a plus.
  • Strong verbal and written communication skills.
  • Excellent inter-personal skills with a high level of diplomacy and an understanding of collaboration and facilitation between departments and organizations.
  • Attention to detail and accuracy.
  • Ability to multi-task.
  • Self-motivator and team player.

How to Apply

Please email your résumé/CV, we will contact you if we are interested in considering you for the positions.

Apply Via Email

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.              

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