Business Operations Coordinator

Job Description

Job Description

Description:

Who We Are

Speakcore is an enterprise-level software platform built for the management of speaker bureaus. Our platform has been trusted by life science companies and their agencies for a decade. We are a growing SaaS company with an incredibly talented team focused on delivering innovative, dependable, and consultative solutions.

Who We’re Looking For

Speakcore is seeking a Business Operations Coordinator who thrives in a fast-paced environment and takes the initiative with confidence and clarity. The ideal candidate is highly organized, detail-oriented, and tech-savvy, with the ability to balance scheduling, compliance, invoicing, and HR coordination. Strong communication and relationship-building skills are essential, as this role regularly interacts with both internal team members and external stakeholders.

This role offers exposure to a wide range of operational functions, making it an excellent opportunity to develop expertise in business operations, compliance, and SaaS processes.

Key Focus Areas

This role will focus primarily on four key areas:

• Scheduling – Coordinating calendars and meetings for leadership and client-facing initiatives.
• Invoicing – Supporting monthly invoice accuracy by reconciling details with management and preparing records for processing.
• Compliance – Supporting ISO 27001 documentation, task tracking, and audit readiness.
• HR Coordination – Managing the recruiting process and training compliance.

Responsibilities

Human Resources Coordination

• Manage recruiting logistics including job postings, interview scheduling, and candidate communication.
• Facilitate onboarding and offboarding, including system access, office supplies, and asset management.
• Track training completion to ensure compliance.
• Maintain the HR & Operations Playbook, including SOPs and internal documentation.

Business & Operations Support

• Identify and implement process improvements across HR and admin functions.
• Manage internal SharePoint sites to support access, organization, and usability for both Speakcore and Creative MediaWorks.
• Support scheduling for client onboarding phases using time-tracking software.
• Support monthly invoicing by reconciling details with management and preparing accurate records for processing.

Compliance & Documentation

• Support the CISO with ISO 27001 documentation, task tracking, and audit readiness.
• Assist with external security assessments and process documentation as needed.

Team Operations Support

• Manage scheduling and logistics for internal and client meetings.
• Update sales pipeline information and manage data in HubSpot and WIP.

Culture & Team Engagement

• Manage the Teams engagement channel and coordinate internal events and milestones to support a positive team culture and employee engagement.

• Bachelor’s degree with 2–3 years of relevant experience.
• Experience supporting cross-functional teams in a startup or SaaS environment is a plus.
• Comfort working with HR systems or time-tracking tools.
• Experience with project/task management tools (e.g., Asana, Trello, Jira).
• Strong discretion, organizational skills, and time management, with a willingness to jump in and support wherever needed.

Required Technical Skills

• Microsoft Office Suite (Excel, Word, Outlook).
• HubSpot CRM (or similar).
• Experience with SharePoint a plus.

Working at Speakcore

Speakcore is a tight-knit, process-driven organization with a collaborative atmosphere. Our team works together to achieve goals efficiently, and every role has a meaningful impact. Team members value innovation, consultation, collaboration, technology, and dependability – and we look for people who share those values.

Location

This hybrid role is based in our Pennington, NJ office on Wednesdays and Thursdays, with hybrid flexibility on Mondays, Tuesdays, and Fridays.

Compensation and Benefits

Salary Range: $50,000-$65,000 per year. This range reflects our good faith estimate of expected compensation. Final pay is based on experience, skills, and qualifications. A performance-based incentive may be available after 12 months of employment.

Benefits Overview:

• Medical, Vision, Dental: Multiple plan options; employer contributions included.
• 401(k): 3% company match after 3 months.
• PTO: 16 days annually (increase after 5 years).
• Other Paid Time Off: Birthday, 7.5 holidays, 2 floating holidays.
• Company-paid life, AD&D, and long-term disability insurance.