Job Details

Business Operations Coordinator

Typically Monday-Friday, 8am-5pm; additional hours and weekends may be required; work is completed onsite and in-person. This position requires access to EAR or ITAR controlled technologies. Applicants are required to be eligible for employment under U.S. export control laws and must meet the requirement of being a U.S. Citizen.

The Business Operations Coordinator supports the IM3 operations and program management team by executing essential administrative, financial, and logistical functions. This role plays a key part in maintaining smooth day-to-day operations by coordinating travel, processing financial transactions, managing inventory, and ensuring accurate documentation. The ideal candidate is detail-oriented, proactive, and able to collaborate effectively with internal teams and external partners.

Coordinates and facilitates the processing, reconciliation, and tracking of activities related to invoices, payments, and expenses for assigned centers. Manages travel including, but not limited to, completing prior authorizations, coordinating and processing receipts and expenses, and determining approval for reimbursements.

Essential Functions:

• Processes invoices and payments for assigned centers.
• Manages travel including, but not limited to, completing prior authorizations, coordinating and processing receipts and expenses, and determining approval for reimbursements.
• Coordinates freight shipping.
• Completes data entry and reconciliations accurately and efficiently.
• Sorts and distributes mail.
• Works collaboratively with internal and external organization partners.

Job Duties:

• Coordinate and process invoices, payments, and expense activities for assigned centers.
• Manage employee travel logistics, including securing prior approvals, organizing travel-related documentation, and reviewing receipts and expenses for reimbursement eligibility.
• Support freight and materials shipping coordination.
• Assist with inventory management monitoring usage and maintaining accurate inventory records.
• Collaborate with program managers and team members to support operational readiness.
• Perform periodic inventory audits and contribute to process improvements that ensure accuracy and efficiency.
• Perform accurate data entry, financial reconciliations, and record maintenance.
• Collaborate with internal stakeholders and external organizational partners to ensure efficient workflows and clear communication.
• Contribute to improvements in operational processes that enhance productivity and team connectivity.

Required Education and Experience:

• High school diploma or equivalent.
• Four (4) years of related experience; every 30 hours of college coursework can be substituted for one year of experience.

Knowledge, Skills and Abilities:

• Ability to exercise sound judgment to facilitate solid business decisions.
• Ability to problem solve and think critically.
• Excellent attention to detail and accuracy, with the ability to efficiently process a high volume of transactions.
• Excellent verbal and written communication skills, and active listening skills.
• Professionalism, confidentiality, and the ability to build a positive rapport with others.

Preferred Qualifications:

• College degree is preferred.

Physical Requirements:

• Ability to remain in a stationary position.
• Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators.
• Ability to communicate with others and accurately exchange information.