Operations Team Coordinator

Vaco - Cincinnati, OH

Full-time - Entry Level

Cincinnati, OH

Administrative and Support Services

About the position

The Operations Team Coordinator plays a crucial role in supporting the field operations team, providing an essential layer of assistance to Franchisees. This position is designed to ensure that Franchisees receive timely responses to their inquiries and questions, thereby enhancing operational efficiency and communication within the organization. The coordinator will oversee the Certificate of Insurance (COI) process, collaborating closely with the insurance vendor and the national accounts team to ensure compliance and proper documentation. In addition to managing the COI process, the Operations Team Coordinator will assist the field support team with the pre-planning of on-site meetings. This includes gathering Key Performance Indicators (KPIs) and financial data to facilitate informed discussions and decision-making during these meetings. The coordinator will also be responsible for pulling financial data for peer performance groups on a quarterly basis, which is vital for benchmarking and performance evaluation among Franchisees. The role involves assisting with franchise renewal, transfer, and closing documents, ensuring that all necessary paperwork is completed and sent out as directed by the supervisor. The coordinator will also convert Letters of Understanding (LOUs) to Adobe format and manage the distribution of these documents for required signatures. Additionally, the coordinator will handle incoming telephone calls, provide assistance in planning regional workshops, and serve as a backup for the business office administrator when needed. Other responsibilities may be assigned as necessary, making this a dynamic and multifaceted role.

Responsibilities

• Oversee the Certificate of Insurance (COI) process and collaborate with the insurance vendor and national accounts team.
• Assist the field support team with on-site meeting pre-planning, including pulling KPIs and financial data.
• Pull financial data for peer performance groups on a quarterly basis.
• Assist with franchise renewal, transfer, and closing documents, sending out documents as directed by the supervisor.
• Convert Letters of Understanding (LOUs) to Adobe and send out for required signatures.
• Answer incoming telephone calls and provide assistance as needed.
• Assist in planning regional workshops and events.
• Serve as a backup for the business office administrator when necessary.
• Perform other responsibilities as assigned.

Requirements

• Enthusiastic, goal-oriented, organized, dedicated, focused, and driven individual.
• Track record of hard work, office management, administrative, or assistant experience with a high degree of excellent customer service.
• Computer literate with proficiency in Microsoft Office and Google Suite; Internet savvy.
• Knowledge of Adobe and QuickBooks preferred.
• Strong phone, written, and verbal communication skills.
• Organized, detail-oriented, responsive, and customer-focused with solid process orientation.
• Ability to adapt to a demanding business environment and changing business priorities; able to perform outstanding work under compressed time pressures.
• Ability to work well in a team environment as well as independently.
• High School Diploma or General Education Degree (GED); some college preferred.

Nice-to-haves

• Knowledge of QuickBooks is preferred.
• Experience in a franchise environment is a plus.