Business Operations Coordinator

Ten Bridge Communications•Boston, MA

2d•Hybrid

About The Position

Ten Bridge Communications is seeking a detail-oriented, proactive and resourceful Business Operations Coordinator to manage day-to-day operations of its downtown Boston office and support agency-wide operations. The role spans office logistics, IT, internal billing, time tracking, client and vendor setup, and the systems used by agency teams. It offers exposure to client engagements and budgets, vendor relationships, and the operations of a growing strategic communications, digital and creative agency serving the biotech industry. The coordinator supports a hybrid and remote workforce, helps maintain team connection and agency culture, and contributes to agency-wide initiatives. The position also prepares recurring operational reports, identifies opportunities to streamline processes, and handles sensitive client, employee and financial information with discretion. Boston-area employees work together in the office three days per week, with flexibility and remote work on other days.

Requirements

Bachelor’s degree or equivalent work experience.
1–3 years of experience in an administrative, operations, coordination or office management role.
Outstanding organizational skills and attention to detail.
Comfort with spreadsheets such as Excel or Google Sheets, ability to learn new systems quickly, and confidence troubleshooting common technology issues.
Ability to manage competing priorities and deadlines across multiple teams.
Strong written and verbal communication skills.
High discretion with confidential client, employee and financial information.
Desire to help build and nurture a culture of collaboration, excellence and growth.

Nice To Haves

Agency or professional services experience.
Familiarity with tools such as Harvest, Asana or QuickBooks.

Responsibilities

Manage daily operations of the downtown Boston office, including logistics, supplies, facilities and building management.
Serve as the internal IT point person by managing laptops, software licenses, user accounts and access; troubleshooting everyday technology issues; and coordinating with the outside IT provider as needed.
Provide calendaring and executive assistant support, including scheduling meetings, coordinating calendars across teams and booking travel as needed.
Coordinate timely and accurate monthly internal billing, confirm team members submit time, and follow up on missing or miscoded entries.
Prepare and organize billing backup, including hours, expenses and pass-through costs, and deliver it to finance partners on schedule.
Maintain client budget trackers and proactively update account leads as hours approach retainer or SOW limits.
Answer team questions about time entry and billing codes.
Set up clients, projects and billing codes in time-tracking and project management systems, and keep records current as SOWs, retainers and contacts change.
Track SOW and contract status, NDAs and renewal dates.
Onboard vendors and freelancers; collect vendor invoices, confirm coding and route invoices for approval.
Keep internal systems, trackers and shared files organized and up to date.
Support onboarding and offboarding logistics for team members.
Help hybrid and remote team members stay connected and equipped to collaborate with Boston colleagues.
Plan and coordinate internal events, team gatherings and celebrations, and support agency-wide initiatives that bring the team together.
Prepare recurring operational reports for agency leadership.
Identify opportunities to streamline processes and reduce manual work.
Handle sensitive client information discreetly, including pre-announcement news, clinical data and material non-public information.
Collaborate with peers at Ten Bridge on agency-wide initiatives.