Business Services Coordinator

ZenBusiness Inc.; Tallahassee (FL); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

401k + Match

RSUs

Paid Parking

Annual Bonus

10 paid holidays

Job summary

ZenBusiness Inc. seeks a meticulous Business Services Coordinator to support a growing team of filing and compliance agents. You will organize and file documents, manage correspondence, and maintain records while collaborating with cross-functional teams.

The role requires top-notch attention to detail, reliable communication, and efficient task management. The position reports to the Business Services Manager and is a full-time in-office role, Monday–Friday, 8 am–5 pm local time.

Qualifications

• Must have strong written and spoken communication skills.
• Demonstrated ability to prioritize workload to meet deadlines.
• Experience with Salesforce or similar CRM tools.
• Excellent interpersonal communication and teamwork.
• Ability to work independently and reliably.
• Adaptable to fast-changing startup environments.
• Comfortable in an office setting with standard hours.
• Experience in administrative and records management roles.
• Attention to detail in document handling and data entry.

Responsibilities

• Provide administrative support including correspondence with customers and government agencies.
• Maintain and file department records per protocols and naming conventions.
• Prepare and send mail via USPS and FedEx.
• Process incoming mail and distribute to appropriate recipients.
• Serve as main contact for Service of Process documents and related tasks.
• Scan documents and upload to company database.
• Maintain professionalism with staff, clients, and stakeholders.
• Ensure Salesforce data integrity by updating Cases, Accounts, and other objects.
• Stay updated on product knowledge and expand industry knowledge.

Skills

Written and verbal communication

Time management

Prioritization

CRM (Salesforce)

Interpersonal communication

Independent work

Adaptability

Office environment experience

Detail-oriented

Education

High School Diploma, GED, or equivalent

Tools

Salesforce

Adobe DC

macOS

Google Workspace

Job description

Who We Are

We started our company to help others launch and run their own businesses, at any stage. The way we help is by keeping it simple and supporting entrepreneurs one step at a time. Put simply: our mission is to enable anyone to start, run, and grow their business while avoiding the common pitfalls that derail hopeful entrepreneurs. No more having to wade through forms, taxes, or ongoing state compliance.

We are a remote company based in Austin, Texas. We have team members from Florida to Oregon and all points in-between. Take pride in your work knowing that it shapes how people all across the country reach their goal of starting, running, and growing their business.

If the idea of helping people and working with a genuinely caring, supportive team excites you, then you’ve come to the right place.

The Role

ZenBusiness is seeking an enthusiastic and detail-oriented Business Services Coordinator to support a rapidly growing team of filing and compliance agents. The ideal candidate prides themselves on being organized, collaborative, reliable, dependable, and self-motivated. You look at a pile of papers, and can’t wait to organize and file them all. Nothing is as satisfying as a beautifully executed to-do list. And teamwork makes the dream work one of your core values. The position requires exceptional attention to detail, good communication skills, precise response times, and high-volume data and task organization.

This position will report to our Business Services Manager. We are looking for someone who can work in-office with full-time availability Monday through Friday during office hours 8 am - 5 pm (local time).

Responsibilities

• Administrative support, including customer and government agency correspondence, document management, and other department support functions, as needed.
• Maintain and file all department records (such as evidence, correspondence, and receipts) according to records management protocols and naming conventions.
• Prepare and send mail via USPS and/or FedEx.
• Receive and process incoming mail and Federal Express, and distribute them to the appropriate recipient(s).
• Act as the main point of contact for Service of Process (SOP) documents. Duties include, but are not limited to, accepting service, preparing documents to be forwarded to clients, preparing rejection letters, and emailing copies of documents to clients as needed.
• Scan documents and upload them to the company database.
• Maintain a high level of professionalism with office staff, Processor Servers, Clients, and other stakeholders.
• Ensure Salesforce data integrity by updating Cases, Accounts, and other objects as instructed during and after each customer contact.
• Stay updated on product knowledge and take the initiative to expand industry knowledge.

Qualifications

• High School Diploma, GED, or relevant industry experience.
• Excellent written and verbal communication skills.
• History and proven experience in effectively prioritizing workload to meet objectives.
• Experience with Salesforce or other CRM applications.
• Excellent interpersonal communication skills.
• Demonstrated ability to work independently.
• Ability to adapt to ever-changing priorities with a positive and constructive attitude.
• Comfortable with a rapidly growing tech startup’s pace, dynamic environment, and ambiguity, including cross-functional problem-solving and collaboration, process and system optimization, and new product and service launches.
• Previous experience in an office environment.

Bonus Qualifications

• Data Entry experience
• Adobe DC and Salesforce knowledge
• macOS and G-Workspace knowledge is a plus!
• College degree preferred

Remote Culture.

A great company culture leads to happy employees, and happy employees lead to happy customers. We provide our employees with good salaries, benefits, equity, and interesting challenges that have a positive impact.

Let’s stay connected!

We believe in staying connected, and we have a weekly “All Hands” meeting every week. We also have a social committee that hosts frequent events. We’ve held a virtual talent show, costume competitions, monthly lunch and learn series, Hackathons and more!

Benefits.

The company offers various benefits to employees and their dependents, including medical, vision, dental, disability, and life insurance, as well as parental and military leave. Other benefits include an employee assistance program, 401k + match, annual bonus, pet insurance, and RSUs. Paid parking* and 10 paid holidays are also provided.

Diversity, Equity and Inclusion.

We believe in diversity, equity & inclusion. At ZenBusiness, every voice counts no matter your race, ethnicity, gender, sexual orientation, age, location, or background. We celebrate the diversity of our teams, knowing that our products, services, and customers thrive best when we lean into and celebrate our differences.

*applicable to in-office employees