Sr. Business Operations Coordinator

Maxalea, Inc.; Baltimore (MD); On-site; USD 70,000 - 100,000; Full time

Job summary

Maxalea, Inc. in Baltimore seeks a Sr Business Operations Coordinator to support branch operations, coordinate scheduling, travel, and events, and act as a bridge between front-line staff and leadership.

The role covers accounting, payroll, HR administration, vendor and contract reviews, and process improvements. The ideal candidate has 3+ years in operations, strong MS Office, ERP/HR/CRM systems, and a problem-solving mindset to drive efficiency.

Qualifications

• 3+ years in operations or administrative roles.
• Proficient in Microsoft Office Suite, ERP/accounting/HR systems, and CRM tools.

Responsibilities

• Coordinate daily administrative and operational activities for the branch with minimal supervision.
• Support sales with reporting, proposals, CRM updates, and client follow-ups.
• Process invoices, assist payroll, and track budget spend for cost control.
• Lead onboarding and HRIS setup for new hires; maintain employee files and compliance.
• Identify workflow improvements and train peers on new systems.
• Support internal communications and event coordination.

Skills

MS Office

ERP systems

CRM tools

Payroll knowledge

Tools

CRM software

ERP software

Payroll software

Job description

Position: Sr Business Operations Coordinator

Reports to: Branch Manager

Classification: Full-Time Exempt

Position Core Profile: The Sr Business Operations Coordinator plays a key operational and administrative role, supporting the branch in daily execution while bridging the gap between front-line coordination and management leadership. This position takes ownership of more complex administrative functions, contributes to workflow improvements, and serves as a go-to resource for branch team members. The ideal candidate brings strong systems knowledge, cross-functional insight, and a proven ability to prioritize, problem solve, and support initiatives across departments.

Differentiators:

• Ownership & Follow-Through: Takes responsibility for projects and administrative needs from start to finish, ensuring deadlines and accuracy are maintained.
• Financial & Administrative Versatility: Comfortable moving between Accounts Payable, payroll, HR administration, check processing, reporting, systems, and other office needs.
• Problem-Solving Mindset: Enjoys identifying roadblocks, finding practical solutions, and helping others keep work moving.
• Systems & Automation: Comfortable learning new technology and leveraging systems, AI, and automation tools to improve efficiency and reduce manual work.
• Executive Partnership: Able to work directly with branch leadership, ownership, corporate partners, and employees at multiple levels.

Accountabilities:

• Branch Operations Support: Coordinate daily administrative and operational activities for the branch with minimal supervision; Manage complex scheduling, travel coordination, and logistics for key branch events or leadership travel; Oversee and train junior administrative staff or new hires on standard workflows.
• Sales & Client Support: Support sales team with reporting, proposal preparation, CRM updates, and client follow-ups; Review and maintain documentation for contracts, renewals, and pricing updates with minimal oversight.
• Accounting & Financial Administration: Key and process invoices with high accuracy and manage escalations or discrepancies: Assist with payroll preparation and reporting, ensuring compliance and coordination with corporate payroll teams; Help track budget spend and flag variances or opportunities for cost control.
• Human Resources & Compliance: Lead onboarding sessions, including orientation and HRIS setup for new hires; Maintain employee files and documentation in accordance with legal and policy requirements; Support compliance functions including workers' compensation case handling, DOT logs, license tracking, and audit prep; Assist with H2B program coordination, including travel, housing, and I-9 documentation.
• Workflow & Systems Optimization: Help identify inefficiencies in current processes and recommend improvements; Act as a super-user for ERP/HRIS/financial systems; train peers and support new system rollouts.
• Culture & Internal Communication: Assist in the coordination of internal meetings, branch events, employee recognition, and culture-building activities: Distribute and reinforce internal communication, policies, and updates from leadership.

This list of responsibilities is not exhaustive, and other duties may be assigned as dictated by business needs.

Experience and Qualifications:

• Experience: 3+ years in operations or administrative roles, preferably in landscaping or a similar industry.
• Technical Proficiency: Proficient in Microsoft Office Suite, ERP/accounting/HR systems, and CRM tools.

Skills:

• High attention to detail and accuracy.
• Strong communication and interpersonal skills.
• Ability to mentor junior staff and lead small initiatives.
• Confidentiality and discretion with sensitive information.
• Proactive, resourceful, and capable of working with minimal supervision.

Key Performance Metrics:

• Timely and accurate processing of payroll, invoices, and onboarding documentation.
• Responsiveness and quality of support provided to branch personnel.
• Improvement of operational processes and documentation standards.
• Participation and leadership in internal communications and event execution.
• Accuracy in compliance-related activities and audits.

Working Conditions and Availability Disclosure:

• Standard business office setting with desk workstations, computers, and office equipment. The role primarily involves prolonged periods of sitting, frequent use of a computer, and occasional lifting of files or office supplies (up to 20 lbs).
• Typically, Monday–Friday, standard business hours, with flexibility and willingness to work non-standard business hours and days as needed.
• Occasional travel to other branches or offices as needed

The above statements describe the general nature and level of work to be performed.