Non-Exempt | Hybrid | Brecksville HQ (Minimum 3 days onsite)

Role Summary

The Business Operations Coordinator provides administrative, operational, and sales support across the organization. This role is responsible for day-to-day office management, leadership support, outbound outreach activities, documentation workflows, and coordination for internal and external stakeholders. Strong proficiency in Excel and experience using AI-based productivity tools are required.

Primary Responsibilities

Administration & Office Operations

Manage daily administrative tasks including scheduling, calendaring, mail distribution, meeting preparation, basic reporting, and leadership support
Maintain office functionality: workspace organization, supply management, visitor coordination, and communication with building tenants
Support facility leasing efforts and respond to inquiries as needed
Coordinate vendor activity and maintenance requests
Use Excel and AI-enabled tools to streamline administrative and operational workflows

Sales & Client Support

Conduct routine outbound calls to former clients, prospects, and referral contacts
Maintain CRM data, follow-up plans, and activity tracking using applicable applications, Excel and AI tools
Support agreement preparation, signature tracking, and file organization as needed
Assist with scheduling calls and meetings for the leadership team

Marketing & Event Support (Light)

Execute simple website updates and social media posts when content is provided
Assist with planning and supporting internal or external company events

Chess-Related Program Support (CEO's non-profit)

Cleveland Chess Foundation: oversee store/learning center operations, scheduling, and visitor engagement
Chess Guild: coordinate communications, scheduling, and logistics with participating clubs

Requirements

Required Skills & Experience

Strong proficiency in Excel and AI-powered business efficiency tools for organization, workflow management, or task automation
Strong written and verbal communication skills
Comfortable making outbound calls to clients and prospects
Ability to prioritize shifting tasks and work independently in a small-team environment
Ability to be onsite in Brecksville a minimum of three days per week, with flexibility for additional onsite needs
Experience supporting operational or administrative processes in a small organization where each team member assumes multiple roles as needed

Preferred Experience

Familiarity with Quickbooks

Equal Opportunity Statement

USA Firmware is an equal opportunity employer.

Benefits

This position is eligible to participate in USA Firmware's medical benefit plan. Additional benefits include Simple IRA matching contributions, PTO, ten paid holidays and floating days.

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Business Operations Coordinator