BUSINESS OPERATIONS COORDINATOR
Operations at Vi-Leon
This is a full-time opportunity, fully in-office in Beverly, MA, Monday through Friday.
This role sits on our Operations team, supporting the people and processes behind our Recruiting and Account Management teams.
This is an ideal opportunity for an organized, detail-driven professional who wants to own the client-facing and financial work that keeps a growing company running.
Vi-Leon is a staffing firm based in Beverly, Massachusetts, specializing in connecting top talent with exciting career opportunities. We’re passionate about creating a culture where driven individuals can grow personally and professionally.
At Vi-Leon, authenticity is valued, candor is appreciated, and hard work is recognized with real opportunity for advancement. If you’re looking for a place to sharpen your skills, be part of a supportive team, and build a career with unlimited potential, Vi-Leon is the place to start.
What is Operations at Vi-Leon?
As a Business Operations Coordinator, you will play a vital, dynamic role in ensuring the smooth day-to-day functioning of our client-facing operations and business-critical needs. We are looking for a proactive and detail-oriented person who will put an emphasis on reliability and follow-through, taking ownership of the behind-the-scenes work that keeps our client relationships and financial operations running smoothly.
As part of a dynamic operations team, you will be responsible for, but not limited to: client contract administration (SOWs, POs, MSAs), client onboarding, financial and revenue reporting (burn, spread, invoicing, payroll reconciliation), client travel coordination, and process improvement. The ideal candidate is solutions focused, organized, resourceful, and comfortable juggling multiple priorities in a fast-paced environment. Your attention to detail, responsiveness, ability to think creatively, and aptitude for collaboration will be essential in contributing to the overall success of our client operations.
Responsibilities
Client Account Management Support
Manage the full client relationship lifecycle, from contract through onboarding, travel, and ongoing service.
- Contracts & Agreements
- Draft, review, and manage Statements of Work (SOWs), Purchase Orders (POs), and Master Service Agreements (MSAs) for new and existing clients.
- Process contract extensions, amendments, and change requests, coordinating with recruiters, account managers, and clients to ensure seamless transitions.
- Track contract renewals and expirations, maintaining a centralized repository and monitoring compliance with terms.
- Onboarding & Offboarding
- Lead the client onboarding process, ensuring a smooth and efficient transition, including account setup, systems access, and required documentation.
- Serve as the primary point of contact for client onboarding questions.
- Manage the client offboarding process, ensuring all steps are completed accurately and on time.
- Travel Coordination
- Coordinate travel logistics for client visits, including booking, itinerary planning, and resolving/troubleshooting issues as they arise.
- Ongoing Service & Communication
- Serve as a point of contact for client-facing (and related internal/cross-functional) operational inquiries and issues.
- Address client and internal concerns promptly and professionally to ensure satisfaction.
- Foster clear and consistent communication across teams and cross-functional departments to align goals, share best practices, and address operational challenges.
Client Financial Operations & Reporting
Own the financial reporting and reconciliation work that keeps client accounts accurate and leadership informed.
- Spread & Burn Reporting
- Track and report burn against client budgets/POs, giving leadership visibility into spend and flagging overages early.
- Run and manage the weekly spread report.
- Investigate discrepancies to ensure the accuracy and integrity of data used in reporting.
- Invoicing
- Prepare and issue accurate, timely client invoices based on approved timecards and contract terms.
- Track invoice status and follow up on outstanding payments, resolving billing discrepancies.
- Maintain invoicing records to support accounts receivable (AR) reporting.
- Payroll & Reconciliation
- Prepare and execute internal and external payroll in a timely manner.
- Assist with month-end close processes as they relate to client billing and payroll.
Process Improvement & Project Work
- Identify opportunities to improve client-facing and internal processes, and design scalable solutions that increase efficiency, reduce redundancy, and align with business objectives.
- Develop, maintain, and continuously refine standard operating procedures (SOPs) for client operations tasks to improve efficiency and scalability.
- Take on ad-hoc projects and cross-functional initiatives as client-ops needs evolve, bringing a creative, solutions-first approach.
Office & Technology Support
- Serve as a point of contact for basic technology and phone line support, escalating issues as needed.
Qualifications
- Bachelor’s degree in business administration, operations management, or a related field. (Preferred)
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Excellent attention to detail and reliable follow-through.
- Comfortable coordinating with vendors, consultants, and internal stakeholders.
- Results-driven, with a passion for continuous improvement and a focus on process optimization.
- Exceptional communication and interpersonal skills.
- Ability to work effectively both independently and as part of a team.
- Flexibility to adapt to changing priorities and work in a fast-paced environment.
- Proficient in Microsoft Suite.
- Ability to reliably commute to Beverly, MA, or plans to relocate before starting work. (Required)
Perks & Opportunities
- Career growth and future leadership opportunities within a rapidly growing company
- Hands-on training and career development
- Work-life balance in a competitive atmosphere
- Ability to earn uncapped weekly commission and/or annual bonus
- Medical Coverage, Dental & Vision (50% of premium covered by employer)
- 401k with 100% match with immediate vesting
Hiring Principles – What We Look For
- Strong Work Ethic
- Professional Integrity
- Positive Attitude
- Competitive Nature
- Sense of Humor
- Entrepreneurial Mindset
