Business Operations Coordinator

Description

Merchant McIntyre & Associates is a midsize federal grants and government relations firm headquartered in Washington, D.C., that helps nonprofit clients from the higher education, healthcare, and local government sectors reach their federal funding and legislative advocacy goals.

Reporting to the AVP, Business Operations & Human Resources, the Business Operations Coordinator supports the firm’s day-to-day operations. This role is well suited for someone who takes pride in creating an organized, well-run workplace and providing the team with reliable systems and resources. MM intends for the position to provide a foundation for a longer-term career with the firm, with opportunities to develop new skills, take on increasing responsibility, and prepare for future roles as the firm grows.

Key Responsibilities

Office & Workplace Operations

• Coordinate the day-to-day operations of the office and maintain a professional, organized, functional, and welcoming workplace.
• Manage office supplies, mail and deliveries, shared spaces, facility needs, building access, office equipment, and other routine workplace services.
• Serve as a primary point of contact with building management and operational vendors and communicate relevant workplace information to employees.
• Proactively identify and address workplace needs and opportunities for improvement.

Technology & Asset Management

• Coordinate employee technology and equipment needs in partnership with the firm’s third-party IT support, including equipment and account setup, changes, and offboarding.
• Maintain accurate records of firm technology, equipment, furniture, software licenses, subscriptions, and other assets.
• Support the implementation of new systems and provide employees with basic guidance on firm and building technology.

Finance Administration

• Coordinate routine vendor relationships, service needs, agreements, subscriptions, and renewals.
• Research vendors and purchasing options, obtain quotes, coordinate approved purchases, and maintain appropriate documentation.
• Monitor vendor service and spending and identify opportunities to improve service, processes, or costs.
• Provide administrative support to the Finance & Operations Manager, including vendor documentation, recurring expenses, budgeting information, and other routine financial processes.

Recruiting, Onboarding & Employee Experience

• Coordinate candidate interview logistics and the operational aspects of employee onboarding and offboarding.
• Support logistics for employee training, professional development, meetings, events, and other employee-experience initiatives.
• Help ensure employees, candidates, clients, and visitors have a well-coordinated experience with the firm.

Meetings, Events & Firm Activities

• Support the planning and execution of internal meetings, client meetings, trainings, firm events, and employee gatherings.
• Coordinate logistical needs such as meeting spaces, catering, materials, technology, supplies, and vendor access.
• Provide day-of support and follow-through as needed.
• Occasional work outside normal business hours may be required to support internal or external events.

Operations, Projects & Process Improvement

• Support operational projects by coordinating timelines, tasks, meetings, action items, research, documentation, and follow-up.
• Partner with the Operations team to update operational procedures, checklists, calendars, renewal schedules, and other recurring documentation.
• Support the implementation of new systems, processes, and operational changes.
• Identify opportunities to improve, simplify, or automate recurring operational work, and help implement approved improvements.

Requirements

Qualifications

• Bachelor’s degree in Business Administration, Management, Public Administration, Communications, Hospitality, or a related field preferred.
• Minimum of three years of full-time professional experience in business operations, office or workplace operations, administration, project coordination, professional services, hospitality, or a related field preferred.
• Experience independently coordinating recurring responsibilities, projects, vendors, workplace needs, or administrative processes.
• Experience in an office-based professional environment strongly preferred.
• Comfort learning new business systems and technology.
• Ability to occasionally lift, carry, and move office supplies, equipment, packages, and other items weighing up to 30 pounds, with or without reasonable accommodation.

Compensation & Benefits

• Full-time, salaried position based in Washington, D.C.
• Hybrid workweek (Monday & Friday remote-optional)
• MM's benefits package includes the opportunity to participate in a Health Reimbursement Arrangement (HRA), Health Savings Account (HSA) or Flexible Spending Account (FSA), retirement benefits with a generous match, monthly transportation benefits, an annual professional development allowance, a flexible PTO policy including 13 federal holidays, and more.
• Starting compensation range: $65,000-$85,000, commensurate with experience