Business Operations Coordinator

Ascendient Healthcare Advisors • Chapel Hill, NC

75d • $60,000 - $68,000 • Onsite

About The Position

Ascendient is hiring an in-office Operations Coordinator to work directly with the COO across operations, marketing and sales, HR, and administration and IT. The role executes existing systems and processes while developing an understanding of how the firm operates and identifying opportunities to improve those processes. It is intended for someone interested in learning how a fast-growing healthcare consulting firm works and building toward a career in operations, business management, or leadership.

The coordinator manages client engagements from win through invoicing, supports planning and resource management, maintains CRM and pipeline information, and assists with proposals and RFPs. The role also handles process documentation, routine office administration, collaboration tools and basic IT/vendor coordination, and onboarding and HR administration. The position is expected to grow as the firm's needs evolve.

This is an on-site position at Ascendient’s Chapel Hill office, five days per week. Work pace varies with client deadlines and firm priorities; some weeks are steady and others are more demanding. Compensation is $60,000–$68,000 in annual base salary, with the opportunity to earn additional short-term incentive compensation of 5% of base salary annually. Full benefits are offered.

Requirements

• At least two years of experience in an operations, coordinator, executive support, or office management role.
• Strong organizational skills and ability to manage multiple workstreams simultaneously.
• Proficiency with Microsoft 365, including SharePoint, Outlook, and Excel, and comfort learning new tools quickly.
• Clear, professional written and verbal communication skills.
• Based in or willing to relocate to the Chapel Hill area and available to work in-office.
• Genuine interest in how businesses operate and in understanding the purpose behind tasks.
• Systems-oriented, reliable, detail-oriented, and able to keep work from falling through the cracks.
• Able to communicate clearly with partners, clients, and vendors.
• Comfortable handling varied responsibilities across marketing, HR, and IT.
• Discreet and trustworthy when handling sensitive firm and personnel matters.

Nice To Haves

• Experience in a small or growing professional services or consulting firm.
• CRM administration experience, such as HubSpot or a similar system.
• Exposure to HR or benefits administration.
• Comfort using AI tools such as Claude or ChatGPT in daily work.
• Demonstrated interest in a future operations, business management, or leadership career path.

Responsibilities

• Manage the deal-to-delivery process from client win through invoicing, including setting up, tracking, and reporting on client engagements and maintaining the BigTime PSA system.
• Facilitate weekly planning meetings with project leads and drive follow-up actions.
• Manage CRM lead distribution and pipeline reporting, keeping contact information, lead sources, and attribution tracking current.
• Support proposals and RFPs, particularly regarding state registration/licensure and insurance requirements.
• Own resource management processes and build reports used by leadership to make decisions.
• Build and maintain process documentation and standard operating procedures, and identify processes that are not working effectively.
• Perform daily in-office administration, including accounts receivable processing, equipment and IT needs, document printing and production, shipping and mailing, and executive administration.
• Administer SharePoint and collaboration tools and coordinate basic IT and vendor needs.
• Support onboarding processes and HR administration.
• Take on additional coordination and support work across the firm as needs are identified.

Benefits

• Health insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k)
• Paid time off
• Opportunity to earn short-term incentive compensation of an additional 5% of base salary annually

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed