Business Operations Coordinator

Madison 365; Madison (WI); On-site; USD 45,000 - 60,000; Full time

Job summary

Madison 365 is seeking a highly organized and detail-oriented Business Operations Coordinator based in Madison, Wisconsin. This critical role supports daily operations and revenue activities by managing administrative systems and ensuring strong follow-through across internal and external work. The ideal candidate will have three years of experience in a business operations or administrative role and a strong attention to detail. Responsibilities include coordinating board meetings, managing office logistics, and updating CRM systems.

Qualifications

• Three years of experience in a business operations or administrative role.
• Strong organizational skills and attention to detail.

Responsibilities

• Prepare materials and coordinate logistics for board meetings.
• Manage incoming and outgoing mail and general office coordination.
• Track staff requests, including vacation time and scheduling.
• Maintain organized internal documentation and records.
• Support administrative needs related to insurance and benefits.
• Maintain and update CRM with accurate contact information.
• Track advertising schedules and campaign timelines.
• Prepare and send invoices; assist with tracking payments.
• Coordinate sales meetings, including scheduling and confirmations.
• Ensure proposals and partnership documents are organized.
• Post digital ads and track results.
• Assist with follow-up communication after sales meetings.

Skills

Organizational skills

Attention to detail

CRM management

Administrative support

Communication skills

Job description

Madison365 is seeking a highly organized, detail-oriented Business Operations Coordinator to support daily operations and revenue activities. This role is critical to ensuring the organization runs smoothly by managing administrative systems, supporting sales processes, and maintaining strong follow-through across internal and external work.

About Madison365

Madison365 exists to tell the stories of Wisconsin’s communities, especially communities of color, and cover the issues important to those communities. We use excellent professional journalism to start conversations, find real and lasting solutions, build community, invite action and encourage emerging leaders in Wisconsin’s communities of color, and to foster dialog between members of diverse communities. Our journalism has been recognized with national and statewide awards.

About the job

Reporting to the CEO, the Business Operations Coordinator will perform the following duties.

Operations & Administrative Support

• Prepare materials and coordinate logistics for board meetings, including agendas, documents, and follow-up notes
• Manage incoming and outgoing mail and general office coordination
• Track staff requests, including vacation time and scheduling
• Maintain organized internal documentation and records
• Support administrative needs related to insurance, benefits and general business paperwork
• Maintain and update CRM with accurate contact information, deal status, and sales activity
• Track advertising schedules, campaign timelines, and sales contract deliverables
• Prepare and send invoices; assist with tracking payments and receivables
• Coordinate sales meetings, including scheduling, confirmations, and follow-ups
• Ensure proposals, sponsorship materials, and partnership documents are organized and accessible
• Post digital ads and track results
• Assist with follow-up communication after sales meetings to ensure continuity

Scheduling & Coordination

• Coordinate meetings for leadership, including internal team meetings and external partner meetings
• Help manage calendars and ensure timely follow-up on key conversations
• Track deadlines, commitments, and deliverables across the organization

Requirements

The successful candidate will have three years of experience in a business operations or administrative role.