Business Operations Coordinator chez USA Firmware

Description

Business Operations Coordinator

Non-Exempt | Hybrid | Brecksville HQ (Minimum 3 days onsite)

Role Summary

The Business Operations Coordinator provides administrative, operational, and sales support across the organization. This role is responsible for day-to-day office management, leadership support, outbound outreach activities, documentation workflows, and coordination for internal and external stakeholders. Strong proficiency in Excel and experience using AI-based productivity tools are required.

Primary Responsibilities

Administration & Office Operations

·         Manage daily administrative tasks including scheduling, calendaring, mail distribution, meeting preparation, basic reporting, and leadership support.

·         Maintain office functionality: workspace organization, supply management, visitor coordination, and communication with building tenants.

·         Support facility leasing efforts and respond to inquiries as needed.

·         Coordinate vendor activity and maintenance requests.

·         Use Excel and AI-enabled tools to streamline administrative and operational workflows.

Sales & Client Support

·         Conduct routine outbound calls to former clients, prospects, and referral contacts.

·         Maintain CRM data, follow-up plans, and activity tracking using applicable applications, Excel and AI tools.

·         Support agreement preparation, signature tracking, and file organization as needed.

·         Assist with scheduling calls and meetings for the leadership team.

Marketing & Event Support (Light)

·         Execute simple website updates and social media posts when content is provided.

·         Assist with planning and supporting internal or external company events.

Chess-Related Program Support (CEO's non-profit)

·         Cleveland Chess Foundation: oversee store/learning center operations, scheduling, and visitor engagement.

·         Chess Guild: coordinate communications, scheduling, and logistics with participating clubs.

Requirements

Required Skills & Experience

·         Strong proficiency in Excel and AI-powered business efficiency tools for organization, workflow management, or task automation.

·         Strong written and verbal communication skills.

·         Comfortable making outbound calls to clients and prospects.

·         Ability to prioritize shifting tasks and work independently in a small-team environment.

·         Ability to be onsite in Brecksville a minimum of three days per week, with flexibility for additional onsite needs.

·         Experience supporting operational or administrative processes in a small organization where each team member assumes multiple roles as needed.

Preferred Experience

• Familiarity with Quickbooks

Equal Opportunity Statement

USA Firmware is an equal opportunity employer.

Benefits

This position is eligible to participate in USA Firmware's medical benefit plan. Additional benefits include Simple IRA matching contributions, PTO, ten paid holidays and floating days.