Business Development Ops & Admin Coordinator
About The Position
The Business Development Operations & Administrative Coordinator serves as the organizational backbone of the Business Development team, ensuring operational excellence, coordination, accountability, and execution across Spectrum’s post-acute growth initiatives. This role is responsible for supporting the day-to-day administrative, operational, and logistical functions of the Business Development department while helping maintain consistency, organization, and efficiency across partnerships, facility relationships, conferences, meetings, reporting, and internal initiatives. The ideal candidate is highly organized, detail-oriented, proactive, calm under pressure, and capable of managing multiple competing priorities in a fast-paced healthcare environment. This individual must possess exceptional customer service and communication skills while demonstrating strong proficiency in PowerPoint, Excel, CRM management, and project coordination. This position will work closely with Business Development leadership, operational leaders, marketing vendors, regional representatives, and executive leadership to support Spectrum’s continued growth and market presence.
Requirements
- Exceptional organizational and multitasking abilities
- Strong customer service and relationship management skills
- Excellent written and verbal communication skills
- Highly detail-oriented with strong follow-through
- Ability to remain calm, professional, and solutions-oriented in stressful or fast-paced situations
- Strong time management and prioritization skills
- Ability to manage confidential and sensitive information appropriately
- Self-motivated with the ability to work independently while supporting a collaborative team environment
- Required proficiency in Microsoft PowerPoint
- Required proficiency in Microsoft Excel, including Pivot tables, Data organization and reconciliation, and Reporting functions
- Required proficiency in Microsoft Outlook and Teams
- Required proficiency in CRM systems and database management
- Required proficiency in Basic budget tracking and expense reconciliation
Nice To Haves
- Experience supporting healthcare business development teams
- Conference/event coordination experience
- Knowledge of post-acute healthcare markets and associations
- Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Marketing, Communications, or related field
- 3+ years of administrative, operations, project coordination, or business development support experience
- Experience in healthcare, post-acute care, senior living, or physician services preferred
Responsibilities
- Maintain accurate tracking of new facility relationships, new strategic partnerships, facility or partnership losses, territory assignment updates, and growth pipeline activity.
- Assist with CRM validation, integrity checks, and data accuracy initiatives.
- Perform ongoing audits to ensure consistency and completeness of BD data and reporting.
- Prepare monthly Business Development Board presentation slides summarizing wins, new partnerships, losses or transitions, strategic updates, and growth activity and trends.
- Assist with monthly reconciliation and tracking of the Business Development bonus plan.
- Coordinate logistics and administrative support for state and national associations and conferences, including organizations such as: Florida Health Care Association (FHCA), Florida Senior Living Association (FSLA), Florida Assisted Living Association (FALA), Greater Orlando Organizational Consortium (GOCC), Elder Care Association of Florida (ECAP).
- Monitor district meetings, networking events, and conferences.
- Ensure invitations and meeting details are routed to the appropriate BD representative based on territory alignment.
- Manage conference planning timelines and deliverables.
- Coordinate hotel reservations, registration logistics, travel coordination, dinner/event reservations, booth setup logistics, vendor coordination, marketing material preparation, give-away procurement, and shipping and transportation of booth/event materials.
- Assist with conference budget tracking and expense organization.
- Coordinate presentation materials and event readiness.
- Coordinate and support internal Business Development meetings.
- Prepare agendas, meeting materials, and follow-up action item tracking.
- Take detailed meeting minutes and monitor completion of assigned follow-up tasks.
- Assist leadership in maintaining accountability and progress between meetings.
- Coordinate calendars, scheduling, and reservations as requested.
- Support department celebrations, recognition initiatives, and social events, including holiday gifts, team appreciation activities, ice cream truck/events, and team dinners and gatherings.
- Develop and coordinate orientation plans for new Business Development representatives.
- Ensure onboarding materials, introductions, training schedules, and operational resources are organized and completed.
- Assist in creating a positive and highly organized onboarding experience to support early success.
Benefits
- Spectrum Medical Partners is building one of the most integrated post-acute healthcare platforms in Florida, focused on exceptional care, extraordinary results.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
