Business Operations Support Specialist

CertaSite LLC; Indianapolis (IN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical plan with dental and vision

401K plan with company match

Generous paid time off and holidays

Paternity leave and growth potential

Job summary

CertaSite LLC in Indianapolis is seeking a Business Operations Support Specialist to provide administrative and operational support to the Corporate Operations team. You will help drive efficiency, maintain records, and support cross‑functional initiatives.

Responsibilities include handling inquiries, coordinating tasks, preparing letters, and onboarding new systems while ensuring accuracy and timely completion in a fast‑paced environment.

Qualifications

• 2+ years of experience in an administrative, operations support, customer service, or related role preferred.
• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines.
• High attention to detail and accuracy in data entry, documentation, and record maintenance.
• Strong written and verbal communication skills with a professional and customer‑focused approach.
• Proficiency in Microsoft Office Suite and the ability to learn new systems, tools, and processes quickly.
• Ability to work independently and collaboratively across teams in a fast‑paced environment.

Responsibilities

• Provide day‑to‑day administrative and operational support to the Corporate Operations team and Managers.
• Answer incoming calls routed through main phone queues, transferring callers to the right team.
• Prepare and distribute monthly service letters in a timely and accurate manner.
• Manage and respond to live chat inquiries, routing questions as needed.
• Support cross‑functional projects with coordination, follow‑up, and documentation.
• Assist with implementation, training, and ongoing support of new systems and processes.
• Manage and finalize lost business accounts, ensuring records are accurate and closed.
• Maintain organized records, files, and documentation for consistency and compliance.
• Collaborate with internal teams to support workflow efficiency and task completion.
• Enter and maintain acquisition‑related data across internal systems.

Skills

Administrative experience

Customer service

Organization

Communication

Data entry

MS Office proficiency

Tools

Microsoft Office Suite

Job description

CertaSite is a fast-growing fire and life safety company. Fire and life safety is our passion. It’s all we think about. We leverage our hard-earned expertise to give people peace of mind, confidence, and more time to pursue their core businesses. Since 2018, we have grown from 4 to 24 markets serving over 30,000 customers throughout the Midwest.

As we grow and expand into new markets, we are building a team that loves what they do and has fun doing it. If you are looking to be challenged every day and for an opportunity to make a huge impact and grow with a mission-driven company focused on the customer, we hope you will consider this amazing opportunity.

Our Mission: To protect and provide a meaningful impact to as many lives as possible

Our Vision: Delivering the most dependable and simplified life safety solution on the planet

Our Values:

Passionate – Relentless pursuit to be great, not just good enough. And we have fun doing it.

Impactful – Our work makes a real difference in the world. We literally save lives, but that’s just the beginning.

Innovative – We believe there is always a better way. We don’t stop until we find it.

Genuine – We do what we say, and we mean it.

ROLE OVERVIEW

The?Business Operations Support Specialist?provides administrative and operational support to the Corporate Operations team to help drive efficiency, consistency, and execution across key business processes. This role supports day-to-day operations through coordination, communication, documentation, and general administrative assistance. The position plays an important part in maintaining organized workflows, supporting cross-functional initiatives, and contributing to the overall effectiveness of corporate operations.

WHAT YOU WILL BE DOING

• Provide day‑to‑day administrative and operational support to the Corporate Operations team and Corporate Operations Managers.
• Answer incoming calls routed through CertaSite’s main phone queues, providing professional assistance and accurately transferring callers to the appropriate team member or department.
• Prepare and distribute monthly service letters in a timely and accurate manner.
• Manage and respond to company live chat inquiries, routing questions as needed and ensuring a positive customer experience.
• Support departmental and cross‑functional projects by assisting with coordination, follow‑up, documentation, and task completion.
• Assist with implementation, training, and ongoing support of new systems, tools, and operational processes.
• Manage and finalize lost business accounts, ensuring records are accurate, complete, and properly closed out.
• Maintain organized records, files, and documentation to support operational consistency and compliance.
• Collaborate with internal teams to support workflow efficiency and timely completion of operational tasks.
• Enter and maintain acquisition‑related data across internal systems and records.
• Perform other administrative and operational duties as assigned to support business needs.

QUALIFICATIONS

• 2+ years of experience in an administrative, operations support, customer service, or related role preferred.
• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines.
• High attention to detail and accuracy in data entry, documentation, and record maintenance.
• Strong written and verbal communication skills with a professional and customer‑focused approach.
• Proficiency in Microsoft Office Suite and the ability to learn new systems, tools, and processes quickly.
• Ability to work independently and collaboratively across teams in a fast‑paced environment.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

Available for occasional business travel, which may include nights and weekends

COMPANY PERKS

• Work at a mission‑driven company, focused on people
• Comprehensive medical plan options, including dental and vision
• 401K plan with company match
• Generous paid time off, paid holidays, and paid paternity leave
• This is a unique opportunity to join a great team at a company that is quickly growing and evolving. Significant potential for growth.