Senior Operations Coordinator

The Senior Operations Coordinator plays a vital role in ensuring the organization runs efficiently and effectively. This individual helps assist in day-to-day operational processes helps implement data-driven improvements that support organizational growth and excellence. The ideal candidate is highly organized proactive and detail-oriented someone who anticipates needs and thrives in a dynamic fast-paced environment.

What the Senior Operations Coordinator Handles

What This Allows the Organization to Achieve

Day-to-day operational processes & workflows

Leadership can focus on strategy and growth

Vendor management procurement & contracts

Cost-effective compliant purchasing practices

Financial admin: deposits payments & invoicing

Accurate timely financial operations

Facilities access cards & office administration

A well-run secure and productive workplace

• Helping oversee and improve day-to-day operational processes to enhance productivity and efficiency across all functional areas.
• Assist in identifying bottlenecks in workflows and propose data-driven solutions to streamline operations and reduce friction.
• Maintain and update operational documentation SOPs and internal databases to ensure accuracy and accessibility.
• Assist with tracking key performance metrics and prepare regular reports for leadership to support informed decision-making.
• Help prepare and process appointment paperwork and related administrative documentation to support operational workflows.
• Process and reconcile daily deposits ensuring accurate and timely recording of all incoming funds.
• Process vendor payments in a timely and accurate manner in accordance with company policies and payment schedules.
• Assist in reviewing the accuracy of transactions to ensure data integrity and compliance.
• Invoice Employee Benefits agency-billed fees and distribute statements to clients accurately and on time.
• Email commission statements and company billing documents to HUB as required maintaining accurate records of all transmittals.
• Support vendor management procurement and contract administration to ensure cost-effective and compliant purchasing practices.
• Submit new vendor forms and maintain accurate up-to-date vendor records in accordance with company standards.
• Manage office administration tasks including supplies inventory facilities coordination and equipment maintenance.
• Manage the issuance and ongoing administration of building access and parking cards for staff and authorized personnel.

• Experience in business administration operations management or a related field in a fast-paced team environment
• Experience managing projects and coordinating across multiple departments
• Experience with financial administration expense tracking and reporting invoicing deposits
• Discretion and confidentiality with sensitive information
• Strong organizational and time management skills and attention to detail
• Professional written and verbal communication
• Self-starter with a proactive mindset to anticipate needs collaborate with teams and provide solutions
• Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook Teams)
• Familiarity with Claude helpful

Performance Indicators

Organizational Impact

Operational processes run smoothly with minimal disruption

Leadership has more capacity for strategic priorities

Reports delivered accurately and on time

Data-driven decisions made with confidence

Vendors and payments managed with zero compliance issues

Cost-effective well-governed procurement operations

Proactive communication issues flagged before they escalate

Team relies on consistent dependable operational support

The right candidate for this role is someone who:

• Thrives in an operational support role and takes genuine pride in keeping processes organized and running smoothly.
• Is comfortable wearing multiple hats one day may be reconciling deposits the next coordinating a vendor event or onboarding a new team member.
• Communicate professionally with internal team members vendors and external partners.
• Takes initiative without being asked and follows through consistently on every task.
• Understands that accuracy matters in everything they produce from financial records to operational documentation.
• Has experience in operations administrative or office management role; finance or insurance operations experience is a plus.

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity national origin religion age color sex sexual orientation gender identity disability or veterans status or any other characteristic protected by local state or federal laws rules or regulations.

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