Senior Operations Coordinator

** Role Overview*
* 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

** Key Responsibilities*
* + 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.

** Qualifications & Skills*
* + 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

** What Success Looks Like*
* ** 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

** Ideal Candidate Profile*
* 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.

Department Account Management & Service

Required Experience:

2-5 years of relevant experience

Required Travel:
Negligible

Required

Education:

High school or equivalent

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 veteran's status, or any other characteristic protected by local, state…