Operations Coordinator

Job Title: Operations Coordinator

Location: Greater Boston

Description

Founded in 2004, BME Strategies is a Massachusetts-based consulting firm specializing in the design, implementation, and evaluation of public health programs for local, regional, and state government partners. Our work supports evidence-based, community-driven solutions that strengthen public health systems and advance equity across the communities we serve. At BME, our clients are on the front lines of Public Health. Priorities may shift but our commitment to supporting our partners does not.

We take pride in having multi-year, multi-project engagements, often working closely as an extension of their staff. Our success comes from our shared values: a bias toward action; optimistically collaborative; willingness to navigate ambiguity; minimal ego - no job is too small or big; pursuing the equitable solution; always learning, and; committed to quality at every stage.

Position Overview

BME Strategies is looking for a highly detail-oriented and organized Operations (Ops) Coordinator to join our People, Operations & Finance team. This is a new, hands-on role that offers meaningful exposure to the internal operations of a growing public health consulting firm, spanning business operations, HR and compliance, finance, technology, and data. The Ops Coordinator will report directly to the Senior Manager, Finance & Operations.

The ideal candidate is organized, proactive, and genuinely excited about the behind-the-scenes work that keeps a firm running well. A natural fit for this role is someone who thrives on variety, finds satisfaction in improving processes, and is comfortable navigating the pace and shifting priorities of a growing consulting environment.

This role offers room to grow over time, with opportunities to build broad operational expertise, take on new projects, and evolve based on the needs of the organization and the employee's own interests, strengths, and aspirations. This role will fall under BME’s “Senior Associate” title stem.

Please note: the person hired for this role must be within commutable distance to both North Andover and Boston (within 45 minutes - 1 hour) and have reliable access to their own vehicle/transportation for mail collection.

Key Responsibilities

• General Operations
• Manage biweekly mail collection from our North Andover site, including bank deposits and electronic distribution of mail to the appropriate team members.
• Coordinate logistics for monthly in-person staff gatherings in Boston, including space, scheduling, and on-site needs.
• Maintain and keep current assigned projects and tasks within the department's project management systems, ensuring timelines and documentation are up to date.
• Support limited business development operations tasks, including master services agreement data management and related administrative work, as needed.
• Contribute to the documentation of internal operations processes.
• Support ongoing process improvement efforts across the team.
• Support internal communications, including drafting and posting Slack announcements for new contracts and other firm updates.
• Make occasional purchases via company card and manage select vendor accounts and relationships, including associated billing.
• Finance and Reporting Support
• Assist with ad hoc financial and operational reports, including data analysis and synthesis.
• Manage weekly transaction coding and mapping in QuickBooks Online, categorizing and flagging exceptions for reconciliation review.
• Support the monthly invoicing process, including drafting invoices, pulling timesheet data, coordinating with Practice/Team Leads on billing details, issuing invoices, and maintaining the invoice tracker.
• Manage receipt collection and documentation for expense tracking.
• Assist with backend data pulls and cleanup in support of monthly reporting.
• Contribute to project budget tracking and project data entry.
• Technology and Systems
• Manage software license administration and Google Workspace user maintenance, including staff additions and removals, shared drive permissions, distribution group updates, renewal tracking, and ongoing maintenance of the firm's tools inventory and technology budget.
• Provide first-line internal tech support and training for staff.
• Support accurate entry and maintenance of contract information in the firm’s CRM system.
• Human Resources
• Support onboarding and offboarding logistics, including systems and license setup and removal, computer shipments, preparation and distribution of onboarding materials, and coordination with managers.
• Process HR system updates in Gusto, including employee record maintenance, address updates, and temporary supervisor changes, and maintain the firm's org chart to reflect current staffing.
• Experience, Qualification, & Skills
• Required: Minimum of 3-5 years of relevant experience in operations, administration, or a related field
• Bachelor's degree
• Ability to work independently and as part of a team in a fast-paced consulting environment

This is a full-time, remote position within the Greater Boston, Massachusetts area, and includes bi-weekly travel to our North Andover site for mail processing and check deposits, as well as monthly travel to Boston for staff gatherings.