Business Operations Coordinator

A2 Consultants & Engineers LLC; Florida; On-site; USD 52,000 - 68,000; Full time

Job summary

A2 Consultants & Engineers LLC in Florida is seeking an organized operations and administrative professional to manage day-to-day operations, document SOPs, coordinate office tasks, and support business development, HR, payroll, and compliance. The role includes project administration, vendor coordination, accounting duties in QuickBooks Online, and executive support.

A degree and at least two years of relevant experience are required; bilingual English/Spanish is a plus.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Management, or related field preferred.
• Minimum 2 years of experience in administrative, operations, accounting, office management, or project coordination roles.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills, including professional business correspondence.
• High level of professionalism and discretion with confidential information.
• Ability to manage multiple priorities with minimal supervision.
• Strong customer service and interpersonal skills.
• Self-motivated and proactive with ownership mindset.
• Proficiency with QuickBooks Online and Microsoft 365, including Outlook, Word, Excel, SharePoint/OneDrive.
• Experience with payroll/HR, timekeeping, CRM, document management, and other cloud-based platforms.
• Experience in construction, engineering, architecture, or professional consulting industry preferred.
• Bilingual English/Spanish is a plus.
• Valid driver's license and reliable transportation required.

Responsibilities

• Manage the day-to-day administrative operations of the company and maintain organized systems that improve operational efficiency.
• Develop, document, and maintain Standard Operating Procedures (SOPs) for recurring administrative processes.
• Coordinate office operations, equipment, supplies, facility maintenance, landlord communications, IT support, and relationships with service providers and vendors.
• Support business development efforts through CRM maintenance, marketing coordination, and research.
• Identify opportunities to improve company processes, automate repetitive tasks, and increase operational efficiency.
• Prepare and issue client invoices.
• Monitor accounts receivable and manage collection efforts.
• Process and properly record client payments.
• Maintain day-to-day bookkeeping and accurate financial records in QuickBooks Online, including transaction categorization and account reconciliations.
• Maintain organized receipts and supporting financial documentation.
• Coordinate with the company's outside CPA on periodic and year-end accounting and tax matters.
• Coordinate employee onboarding and offboarding and maintain confidential personnel records.
• Coordinate payroll processing, PTO tracking, reimbursements, and employee records.
• Administer employee benefits, including health, dental, vision, and life insurance, and coordinate annual renewals and enrollments.
• Support recruiting activities including job postings and applicant coordination.
• Maintain corporate licenses, registrations, professional certifications, insurance policies, and other regulatory requirements, including tracking renewal and filing deadlines.
• Manage vendor prequalification, registration, and client onboarding requirements.
• Prepare and coordinate W-9s, ACH forms, certificates of insurance, and other client/vendor compliance documentation.
• Review and coordinate compliance with insurance requirements contained within client contracts.
• Set up new clients and projects across company accounting, timekeeping, document management, and other internal platforms.
• Organize and maintain project folders, documentation, numbering, templates, and administrative records throughout the project lifecycle.
• Coordinate distribution of reports and other project deliverables.
• Coordinate proposal preparation using company templates, including assembling required qualifications and supporting materials.
• Prepare draft proposals for management review and track opportunities and submission deadlines.
• Review client contracts for administrative, insurance, and business terms and coordinate contract execution and document routing.
• Archive completed projects.
• Assist leadership with scheduling, travel arrangements, meeting coordination, and other executive support as needed.
• Track action items and follow up on outstanding tasks and deadlines.
• Prepare reports, spreadsheets, presentations, and professional correspondence.

Skills

Organizational skills

Communication skills

Time management

Customer service

QuickBooks Online

Microsoft 365

CRM experience

Education

Bachelor's degree or higher in Business/Related field

Tools

QuickBooks Online

Microsoft 365

SharePoint/OneDrive

CRM systems

Job description

KEY RESPONSIBILITIES

Business Operations

• Manage the day-to-day administrative operations of the company and maintain organized systems that improve operational efficiency.
• Develop, document, and maintain Standard Operating Procedures (SOPs) for recurring administrative processes.
• Coordinate office operations, equipment, supplies, facility maintenance, landlord communications, IT support, and relationships with service providers and vendors.
• Support business development efforts through CRM maintenance, marketing coordination, and research.
• Identify opportunities to improve company processes, automate repetitive tasks, and increase operational efficiency.

Accounting & Financial Administration

• Prepare and issue client invoices.
• Monitor accounts receivable and manage collection efforts.
• Process and properly record client payments.
• Maintain day-to-day bookkeeping and accurate financial records in QuickBooks Online, including transaction categorization and account reconciliations.
• Maintain organized receipts and supporting financial documentation.
• Coordinate with the company's outside CPA on periodic and year-end accounting and tax matters.

Human Resources & Payroll

• Coordinate employee onboarding and offboarding and maintain confidential personnel records.
• Coordinate payroll processing, PTO tracking, reimbursements, and employee records.
• Administer employee benefits, including health, dental, vision, and life insurance, and coordinate annual renewals and enrollments.
• Support recruiting activities including job postings and applicant coordination.

Compliance & Risk Management

• Maintain corporate licenses, registrations, professional certifications, insurance policies, and other regulatory requirements, including tracking applicable renewal and filing deadlines.
• Manage vendor prequalification, registration, and client onboarding requirements.
• Prepare and coordinate W-9s, ACH forms, certificates of insurance, and other client/vendor compliance documentation.
• Review and coordinate compliance with insurance requirements contained within client contracts.

Project & Contract Administration

• Set up new clients and projects across company accounting, timekeeping, document management, and other internal platforms.
• Organize and maintain project folders, documentation, numbering, templates, and administrative records throughout the project lifecycle.
• Coordinate distribution of reports and other project deliverables.
• Coordinate proposal preparation using company templates, including assembling required qualifications and supporting materials.
• Prepare draft proposals for management review and track opportunities and submission deadlines.
• Review client contracts for administrative, insurance, and business terms and coordinate contract execution and document routing.
• Archive completed projects.

Executive Support

• Assist leadership with scheduling, travel arrangements, meeting coordination, and other executive support as needed.
• Track action items and follow up on outstanding tasks and deadlines.
• Prepare reports, spreadsheets, presentations, and professional correspondence.

QUALIFICATIONS

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Management, or related field preferred.
• Minimum 2 years of experience in administrative, operations, accounting, office management, or project coordination roles.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills, including the ability to prepare professional business correspondence.
• High level of professionalism and discretion with confidential information.
• Excellent problem-solving skills and attention to detail.
• Ability to manage multiple priorities with minimal supervision.
• Strong customer service and interpersonal skills.
• Self-motivated and proactive with a willingness to take ownership.
• Proficiency with QuickBooks Online and Microsoft 365, including Outlook, Word, Excel, and SharePoint/OneDrive.
• Experience with payroll/HR, timekeeping, CRM, document management, and other cloud-based business platforms.
• Experience in the construction, engineering, architecture, or professional consulting industry is preferred.
• Bilingual English/Spanish is a plus.
• Valid driver's license and reliable transportation required.

A2 offers a competitive salary and benefits package.