Business Operations Coordinator

Business Operations Coordinator

Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo. We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody professionalism, integrity, and excellence while achieving each customer's desired outcome. We consistently deliver high quality results on time and in the most cost-effective manner. Our focus on continuous improvement and growth keeps us ahead of competitors. We are professional problem solvers. We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.

Position Summary

The Business Operations Coordinator serves as an operational continuity specialist ensuring seamless client delivery and organizational effectiveness during transitional periods. This role provides temporary coverage across multiple functions, requiring adaptability, cross-training, and effective communication skills to bridge gaps until permanent personnel are in place. The ideal candidate thrives in dynamic environments, supports diverse teams, and maintains operational excellence under shifting priorities.

Key Responsibilities (List not all inclusive):

• Email Management: Efficiently manage and organize communications, ensuring timely responses and proper documentation.
• Collaboration Tools: Utilize Teams, SharePoint, and other platforms to facilitate team collaboration, information sharing, and project coordination.
• Meeting Facilitation: Schedule, organize, and participate in meetings; prepare agendas, capture minutes, and track action items to ensure follow-through.
• Document Creation & Editing: Draft, edit, and proofread documents, reports, presentations, and briefing materials using Word and PowerPoint.
• Calendar & Schedule Management: Maintain calendars for leadership and teams, coordinate appointments, and ensure accurate scheduling of events and meetings.
• File & Record Management: Organize and maintain digital and physical files, ensuring records are up-to-date and accessible.
• Report Compilation & Submission: Prepare and submit regular activity, status, and executive reports, consolidating inputs from various stakeholders.
• Process Improvement & Documentation: Identify opportunities to streamline workflows, document processes, and implement best practices for operational efficiency.
• Agreement & Contract Support: Assist with drafting, review, and management of agreements and contracts, ensuring compliance and timely execution.
• Event Planning & Coordination: Organize and facilitate events, workshops, and training sessions, handling logistics and communications.
• Cross-Training & Flexibility: Proactively learn and support multiple operational functions across departments, stepping into diverse roles as needed.
• Operational Continuity Role: Serve as a temporary resource to maintain client continuity during staffing transitions, ensuring seamless delivery until permanent personnel are in place.
• Client Continuity Assurance: Function as a bridge between internal teams and clients, sustaining trust and operational flow during transitional periods.

Required Qualifications:

• Bachelor's degree from an accredited university in business administration, project management, or relevant field highly preferred
• 4-6 years of experience in business operations, project coordination, or administrative support
• DOD experience required (Air Force preferred, may include military, civil service or defense contracting)
• Meets U.S. citizenship and work eligibility requirements for federal contractors
• Must be able to obtain and maintain a Department of Defense (DOD) secret clearance

Skills & Competencies:

• Ability to adapt quickly, learn new processes, and provide support across diverse functions
• Strong organizational skills with the ability to manage multiple priorities
• Excellent oral and written communication skills
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook) and collaboration tools (Teams, SharePoint)
• Proven ability to interact professionally with government officials, senior leaders (including civilians), military personnel, and contractors
• Experience in project coordination, documentation, and stakeholder engagement
• Detail-oriented with a focus on compliance, accuracy, and operational efficiency

Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and a 100% woman-owned company. We are an equal opportunity employer and comply with all applicable federal, state, and local laws governing employment practices. All qualified applicants will be considered based on merit and business need. We welcome Veterans and transitioning service members to explore opportunities within our team.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Manual dexterity sufficient to operate a computer keyboard, mouse, and other office equipment
• Visual acuity for close work, such as reading on screens and in print and working on a computer
• Occasional lifting of materials or equipment weighing up to twenty pounds
• Ability to communicate effectively, both verbally and in writing, in a professional office environment
• Sufficient physical ability to move about the workspace to attend meetings, access files, and perform other job-related tasks

This position description reflects IMS's assignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.