Business Operations Coordinator

Position Title: Business Operations Coordinator
Location: Somerville, NJ / Baltimore, MD (preferred)
Department: DBE Systems Operations

Position Summary: The Business Operations Coordinator is a highly organized, fast-paced operational support role responsible for assisting with pre-sales coordination, order management, procurement support, vendor program administration, operational reporting, and project lifecycle administration.

This position serves as a key liaison between sales, engineering, project management, vendors, and finance teams to help ensure projects move efficiently from opportunity through execution and closeout. The role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a deadline-driven environment.

The ideal candidate is proactive, process-oriented, adaptable, and comfortable supporting a wide range of operational and client-facing activities within a technology integration environment.

Key Responsibilities:

Pre-Sales and Opportunity Support

• Maintain and manage opportunity, client, and project information within CRM.
• Support Account Executives and Solutions Architects with proposal coordination, quote preparation, and documentation management.
• Assist with generating and organizing client-facing documents including forms, deposits, and project-related administrative materials.
• Coordinate internal workflow and documentation associated with project handoff from sales to operations.
• Support monthly and quarterly forecasting activities through report generation, data validation, and operational tracking.

Order Management and Procurement Coordination

• Convert approved proposals into sales orders and manage order entry within CRM and related systems.
• Coordinate vendor purchase orders, monitor lead times, and maintain procurement tracking updates.
• Assist with managing project material status reports and communicating schedule impacts to internal teams.
• Support internal and external change order processing and documentation updates.
• Coordinate with vendors and distributors regarding order status, shipping, returns, and issue resolution.
• Support procurement efforts by validating vendor pricing, leveraging approved quotes, and ensuring equipment and materials are purchased at the best available value.
• Coordinate with sales, engineering, and procurement teams to ensure continuity between quoted solutions and finalized purchasing.

Vendor and Financial Operations Support

• Support vendor relationship management activities including coordination with manufacturers, distributors, buying groups, and strategic partner programs.
• Assist with documenting, validating, tracking, and submitting manufacturer SPIFFs, rebates, and partner program incentives.
• Generate and validate reporting related to year-over-year manufacturer and strategic partner spend.
• Assist with identifying opportunities to improve purchasing efficiency and maintain alignment with preferred vendor relationships and buying programs.
• Assist with invoice validation, billing coordination, and reporting to support accurate project financial management.
• Help maintain operational reporting dashboards and sales support metrics as needed.

Project Coordination and Operational Support

• Support Project Managers and Engineering teams with administrative and operational project tasks throughout the project lifecycle.
• Assist with project setup, scheduling coordination, document management, and project reporting updates.
• Prepare and organize project closeout documentation including manuals, warranties, and turnover materials.
• Support internal project tracking efforts to help ensure project readiness, material availability, and schedule alignment.
• Assist with client-specific compliance documentation including COIs, lien waivers, AIA billing support, and related administrative requirements.

Client and Team Communication

• Serve as a professional point of contact for operational and project coordination communications.
• Maintain clear and timely communication between internal departments, clients, vendors, and project stakeholders.
• Support meeting coordination, follow-up action tracking, and project-related reporting.

Data Management and Process Support

• Maintain accurate records, documentation, and project data within CRM and company systems.
• Assist with continuous improvement of operational workflows, tracking systems, and documentation standards.
• Provide backup support for other operations team members as needed.

Compliance and Ethics

• Adhere to company policies, industry regulations, and ethical standards.
• Promote a culture of integrity and responsibility within the company.

Qualifications

• High School diploma or GED required; Associate's or Bachelor's degree preferred.
• 5 years of experience in project coordination, operations support, procurement coordination, or similar administrative role.
• Experience in audiovisual integration, construction, technology integration, contract furniture, or related industries preferred.
• Proficiency with CRM and operational management platforms (ConnectWise experience preferred).
• Strong proficiency in Microsoft Office Suite, particularly Teams and Excel.
• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication abilities.
• Ability to work independently while effectively collaborating across multiple teams.

Key Competencies

• Strong attention to detail and organizational discipline.
• Ability to prioritize and manage multiple concurrent tasks and deadlines.
• Proactive problem-solving mindset with strong follow-through.
• Collaborative team player capable of supporting cross-functional teams.
• Adaptable and comfortable working in a dynamic, fast-paced environment.
• Professional communication and client service skills.

Salary Range: $66k-$90k will be based on capability and experience