Business Operations Coordinator

Advanced Intelligence Engineering; Wheaton (IL); On-site; USD 48,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Employee discounts

401(k) matching

Bonus based on performance

Company parties

Free food & snacks

Job summary

Advanced Intelligence Engineering, a boutique MSP in Wheaton, IL, seeks a Business Operations Coordinator to support sales, operations and marketing. You will handle procurement, prepare quotes and invoices, and ensure accurate billing and CRM data.

You will collaborate with engineers and vendors, maintain vendor relations, and contribute to SEO-driven website content and social media efforts as the company grows.

Qualifications

• Strong written and verbal English communication skills.
• Ability to work in a fast-paced environment with multitasking.
• Proficiency with Microsoft Office and general computing.
• Diplomacy, sound judgment and discretion with clients and vendors.
• MSP or technology industry experience is a plus, not required.
• Familiarity with Microsoft networking terminology is a plus.

Responsibilities

• Manage procurement of hardware, software and licensing for clients.
• Prepare quotes for hardware, software, licensing and other needs.
• Track cost of goods sold and client-facing charges for billing audits.
• Maintain relationships with vendors and distribution partners.
• Maintain client, sales and operational data in Autotask CRM.
• Reconcile Microsoft licensing and usage reports for client billing.
• Generate recurring and project-related client invoices and resolve discrepancies.
• Coordinate with technical and sales teams to ensure timely quotes, orders and billing.
• Assist with marketing initiatives, including website content for SEO.
• Coordinate and maintain social media presence and marketing activities.
• Identify process improvements as the company grows.
• Provide general business and administrative support to leadership.

Skills

MS Office

Vendor relations

Procurement

CRM Autotask

Billing & invoicing

Customer communication

Education

Associates, College degree or 2+ years experience

Job description

About the Role:

Advanced Intelligence Engineering is a boutique, Managed IT Services Provider located in Wheaton, IL. AIE focuses on providing premier customer service and quality IT support to clients throughout the Chicagoland area. The Business Operations Coordinator position is a key role within the AIE team, responsible for providing back-end support to the sales, operations and marketing initiatives within AIE.

• Manage the procurement of hardware, software, and licensing for AIE clients, including placing orders, tracking shipments, receiving equipment, and coordinating delivery
• Work with clients, AIE engineers, and vendors to prepare quotes for hardware, software, licensing, and other client technology needs
• Tracking procurement of cost of goods sold and subsequent client-facing charges for internal billing audit purposes
• Build and maintain strong relationships with AIE's vendors and distribution partners
• Maintain accurate client, sales, and operational information in Autotask and assist with administration of the Autotask CRM
• Reconcile Microsoft licensing and usage reports to ensure accurate client billing
• Generate and send recurring and project-related client invoices and assist in resolving billing discrepancies
• Coordinate with AIE's technical and sales teams to ensure quotes, orders, licensing, and billing are processed accurately and on time
• Assist with AIE's marketing initiatives, including creating and updating website content to support SEO
• Coordinate and maintain AIE's social media presence and marketing activities
• Help identify opportunities to improve administrative and operational processes as the company grows
• Provide general business and administrative support to AIE's leadership and team as needed
• Perform other duties as assigned

Benefits:

• Health insurance
• Paid time off
• Employee discounts
• 401(k) matching
• Bonus based on performance
• Company parties
• Free food & snacks

About the Role:

Advanced Intelligence Engineering is a boutique, Managed IT Services Provider located in Wheaton, IL. AIE focuses on providing premier customer service and quality IT support to clients throughout the Chicagoland area. The Business Operations Coordinator position is a key role within the AIE team, responsible for providing back-end support to the sales, operations and marketing initiatives within AIE.

Responsibilities:

• Manage the procurement of hardware, software, and licensing for AIE clients, including placing orders, tracking shipments, receiving equipment, and coordinating delivery
• Work with clients, AIE engineers, and vendors to prepare quotes for hardware, software, licensing, and other client technology needs
• Tracking procurement of cost of goods sold and subsequent client-facing charges for internal billing audit purposes
• Build and maintain strong relationships with AIE's vendors and distribution partners
• Maintain accurate client, sales, and operational information in Autotask and assist with administration of the Autotask CRM
• Reconcile Microsoft licensing and usage reports to ensure accurate client billing
• Generate and send recurring and project-related client invoices and assist in resolving billing discrepancies
• Coordinate with AIE's technical and sales teams to ensure quotes, orders, licensing, and billing are processed accurately and on time
• Assist with AIE's marketing initiatives, including creating and updating website content to support SEO
• Coordinate and maintain AIE's social media presence and marketing activities
• Help identify opportunities to improve administrative and operational processes as the company grows
• Provide general business and administrative support to AIE's leadership and team as needed
• Perform other duties as assigned

Skill and Experience Requirements:

• Advanced written and spoken (English) communication skills; excellent telephone manner
• Capable of working in a fast paced environment with critical thinking and problem solving skills are needed. Capable of working in-and-out of multiple tasks throughout the day
• Proficient with Microsoft Office and general computing
• High level of diplomacy, sound judgment, and discretion when dealing with clients and vendors
• Previous Managed Service Provider (MSP) or technology job experience a plus, but not required
• Technical terminology regarding Microsoft networking with desktop and server environments a plus

Education Requirements:

Associates, College degree or a minimum of two years’ professional work experience in a similar environment

Other Requirements:

Must be able to pass a criminal background test

Must have a valid driver’s license and reliable transportation