Operations Team Coordinator

Vaco - Blue Ash, OH

Full-time

Blue Ash, OH

Administrative and Support Services

About the position

The Operations Team Coordinator will play a crucial role in overseeing the Certificate of Insurance (COI) process and will work closely with the insurance vendor in collaboration with the national accounts team. This position requires assisting the field support team with on-site meeting pre-planning, which includes pulling Key Performance Indicators (KPIs) and financial data to ensure that meetings are well-prepared and informative. Additionally, the coordinator will be responsible for pulling financial data for peer performance groups on a quarterly basis, which is essential for evaluating performance and making informed decisions. The role also involves assisting with franchise renewal, transfer, and closing documents, ensuring that all necessary paperwork is completed accurately and sent out as directed by the supervisor. A key responsibility will be converting Letters of Understanding (LOUs) to Adobe format and sending them out for required signatures, which requires attention to detail and organizational skills. The coordinator will also be the first point of contact for incoming telephone calls, providing assistance and information as needed. Moreover, the Operations Team Coordinator will assist in planning regional workshops, contributing to the overall success of these events. The position may also require backing up the business office administrator as needed, showcasing the need for flexibility and teamwork. Other responsibilities may be assigned as necessary, making adaptability and a proactive approach essential traits for success in this role.

Responsibilities

• Oversee COI process and collaborate with insurance vendor and national accounts team.
• Assist 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 LOU's to Adobe and send out for required signatures.
• Answer incoming telephone calls and provide assistance as needed.
• Assist in planning Region workshops.
• Back up the business office administrator as needed.
• 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 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 priorities; able to perform outstanding work under 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
• Experience in office management or administrative roles