Business Manager

The Business Coordinator is a highly organized, detail-oriented role responsible for the accurate and timely administration of Miracle Flights' recurring financial, contractual, compliance, insurance, and business operations.

Reporting directly to the Chief of Staff, this role serves as the day-to-day administrative resource for bookkeeping, banking, contracts and renewals, annual state registrations, insurance administration, benefits administration support, business records, and daily organizational mail.

The Business Coordinator works closely with Miracle Flights' finance team for technical accounting direction and partners across all divisions to ensure critical business requirements, documentation, and deadlines are proactively managed. The ideal candidate is exceptionally organized, accurate, proactive, deadline-driven, and comfortable managing multiple recurring business responsibilities.

Perform day-to-day bookkeeping responsibilities in accordance with processes established by Miracle Flights' fractional CFOs. Maintain accurate and complete financial documentation and records. Process and organize invoices, receipts, expenses, and supporting documentation. Support account coding and financial documentation requirements as directed. Coordinate routine banking activities and deposits. Maintain appropriate banking documentation and records. Support reconciliations as directed by the fractional CFOs. Respond timely to financial information and documentation requests.

Support monthly financial close requirements. Prepare and organize documentation for audits and financial reviews. Maintain financial records in an organized and audit-ready manner. Identify missing documentation, discrepancies, or unresolved matters and escalates promptly. Follow established financial controls, approval requirements, and procedures. The fractional CFOs provide professional accounting oversight, financial reporting, accounting standards, controls, and technical financial direction. The Business Operations Coordinator is responsible for accurate and timely administrative execution.

Maintain a complete centralized repository of Miracle Flights' organizational contracts. Maintain a master contract calendar. Track contract start dates, expiration dates, renewal dates, and required notice periods. Proactively notify responsible leaders of upcoming renewal, termination, and review deadlines. Route contracts for appropriate internal and external review. Coordinate legal review when required. Track approvals and coordinate signatures. Maintain final executed agreements and supporting documentation.

Track insurance, reporting, or other administrative requirements contained within agreements. Help prevent unintended renewals, lapses, and missed notice periods. The Business Operations Coordinator owns the administrative process. The appropriate Chief or functional leader owns the relationship, vendor performance, and business decision.

Maintain the centralized calendar for assigned organizational filings, registrations, and renewals. Coordinate annual state charitable registrations. Coordinate recurring state and business registrations as assigned. Track filing and renewal deadlines. Gather required information and supporting documentation. Coordinate submissions with appropriate professional advisors when necessary. Maintain confirmation and evidence of completed filings. Maintain organized compliance and registration records. Proactively identify upcoming requirements and elevate missing information or potential delays.

Support required annual business audit and additional reviews as requested. Professional legal, accounting, tax, HR, and regulatory determinations remain with the appropriate professional advisors and organizational leaders.

Maintain centralized organizational insurance records and renewal calendars. Track policy effective and expiration dates. Coordinate certificates of insurance. Support broker documentation and information requests. Coordinate renewal applications and supporting documentation. Maintain insurance invoices, policies, and records. Track insurance requirements associated with organizational contracts. Route coverage and risk decisions to appropriate organizational leadership. Support benefits renewal calendars, administrative documentation, broker requests,…