Senior Business Coordinator

Your New Role… 

The Business Coordinator will primarily focus on providing comprehensive business administrative and operational support to client group(s).  

Position acts as a business adviser for clients, ensuring the most prudent and efficient use of resources. This position provides a full range of administrative support to the client managers and staff including, but not limited to: reviewing and approving expense reports and timesheets, processing and tracking invoice payments and creating vendor accounts/maintaining vendor communications. The business coordinator is also responsible for taking the lead on the employee onboarding process and advising staff on corporate policies as well as being the key resource for client questions. The successful individual must be proactive and able to prioritize the ever-changing demands of a fluid production environment. May work with and/or support high profile talent, as required. The individual must be able to work well independently as well as part of the Business Administration team. 

Your Role Accountabilities… 

• Expense management - 30% Individual must be proactive and able to prioritize while juggling ever-changing needs and a demanding production environment. Assist clients in establishing Concur and AMEX accounts, provide first-level approval for expense reports, and serve as a subject matter expert on expense training and travel policy. Submit expense reports for senior level employees, if required. Process payments and set up new vendor accounts in company invoicing system. Process and manage department purchasing and meeting cards, if applicable. Maintain clear communication with vendors.  

• Client Support - 45% Schedule department meetings and conference room requests. Handle calendar for senior level employees, if needed. Procure and maintain record of office supplies, including computers, mobile equipment and accessories and cameras. Assist anchor talent, if required. Work discreetly with talent and outside visitors/guests. Manage staff schedules, time absence and timesheet approvals, if needed. Assist with catering orders. Coordinate desk and office moves for client group(s) with Facilities and IT as required. Communicate with Facilities, Security and IT to resolve staff concerns and requests.  

• Staff On-boarding / Off-boarding - 25% Prep workstation/office for new hires. Coordinate training schedule with hiring manager and anticipate needs regarding equipment, desk supplies, communication, etc. Provide introduction to bureau policies and train new staff on system applications and procedures as needed.  

Qualifications & Experience… 

• BA preferred, or equivalent experience. 3+ years of strong business operations and administrative experience. Proficiency in Microsoft Office programs. Experience in media, news, and/or entertainment industry preferred. Technology savvy. Strong organizational skills and attention to detail. Demonstrated ability to multi-task and manage priorities in a fast-paced and ever-changing environment. Ability to work both independently and collaboratively with BA colleagues, key partners and clients.  

• Excellent oral and written communication skills.  

• Excellent client service, discretion and time management skills.  

• Must thrive in a fast-paced environment and be able to manage many projects/tasks at once with ease and poise.  

• Must be willing to be on-call on a 24x7 basis, reachable by phone.