Advisory Operations Coordinator

Baker Newman Noyes•Portland, ME

1d•Hybrid

About The Position

If you're looking for a rewarding opportunity in a professional atmosphere with immense positivity , incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. The Business & Technology Advisory (BTA) Operations Coordinator works closely with internal teams to streamline operations, manage project logistics, and maintain accurate documentation and processes. They also coordinate directly with external clients by preparing proposals, engagement letters, billing information, and ensuring high-quality service delivery. A successful candidate will be a motivated self-starter with the ability to multitask and complete assignments within time constraints and deadlines.

Requirements

2 or more years of relevant administrative experience in a professional service setting or 5 or more years of customer service experience
Associate degree preferred; high school diploma required
Experience with all MS Office applications including Word, Excel, PowerPoint, and Outlook
Experience with related software preferred but not required; Smartsheet, STAR, and Microsoft CoPilot
Strong organizational skills and attention to detail
Effective oral and written communications skills
Willingness to take initiative with the ability to work independently

Responsibilities

Dedicated to high-caliber client service
Provides administrative support including meeting minutes and project management to Business and Technology Advisory team
Manages internal calendars, scheduling meetings and booking travel arrangements when necessary
Regularly reviews BTA Way documentation and updates periodically to maintain best practices
Organizes and manages client files on Teams and the I:Drive
In collaboration with marketing, assists in drafting proposals to clients
Drafts and/or reviews engagement letters prior to sending them to reports
Supports with Smartsheet dashboard and project plan development including budgeting
Schedules resources for projects in STAR considering budget and calendar constraints
Reconciles budget to actual project spend weekly
Prepares billing information and summaries for clients
Identifies event opportunities and supports in coordination and execution
Reviews and ensures marketing materials are accurate and up to date
Serves as department lead for coordinating new hire onboarding schedules and maintaining communication and support post-hire
Communicates to the team regarding firm mid-year and annual review requirements and deadlines
Supports in scheduling reviews, goal check-ins, and other performance related meetings
Collaborates with HR in development of learning paths for team members based on role and promotion timeline
Develop and maintain an annual training opportunity for the team