Business Operations Coordinator – digital media outlet Madison365

Madison365; Madison (WI); Sur place; USD 52 000 - 68 000; Plein temps

Résumé du poste

Madison365 is seeking a highly organized Business Operations Coordinator to support daily operations and revenue activities, reporting to the CEO. You will manage administrative systems, support sales processes, and ensure follow-through across internal and external stakeholders.

The role encompasses board meeting logistics, CRM maintenance, invoicing, scheduling, and coordination of partnerships, ads, and deadlines to keep the organization running smoothly.

Qualifications

• Three years of experience in a business operations or administrative role.
• Experience managing calendars and scheduling.
• Experience maintaining organized documentation and records.

Responsabilités

• 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.
• 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.

Connaissances

Organized

Detail-oriented

CRM experience

Scheduling

Administrative support

Outils

CRM system

Description du poste

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

Sales & Revenue Coordination

• 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.