Senior Operations Coordinator

HUB International • San Antonio, TX

3d

About The Position

The Senior Operations Coordinator plays a vital role in ensuring the organization runs efficiently and effectively. This individual helps assist in day-to-day operational processes, helps implement data-driven improvements that support organizational growth and excellence. The ideal candidate is highly organized, proactive, and detail-oriented — someone who anticipates needs and thrives in a dynamic, fast-paced environment.

Requirements

• Experience in business administration, operations management, or a related field in a fast-paced, team environment
• Experience managing projects and coordinating across multiple departments
• Experience with financial administration – expense tracking and reporting, invoicing, deposits
• Discretion and confidentiality with sensitive information
• Strong organizational and time management skills, and attention to detail
• Professional written and verbal communication
• Self-starter with a proactive mindset to anticipate needs, collaborate with teams, and provide solutions
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• 2-5 years of relevant experience

Nice To Haves

• Familiarity with Claude helpful
• Finance or insurance operations experience is a plus.

Responsibilities

• Helping oversee and improve day-to-day operational processes to enhance productivity and efficiency across all functional areas.
• Assist in identifying bottlenecks in workflows and propose data-driven solutions to streamline operations and reduce friction.
• Maintain and update operational documentation, SOPs, and internal databases to ensure accuracy and accessibility.
• Assist with tracking key performance metrics and prepare regular reports for leadership to support informed decision-making.
• Help prepare and process appointment paperwork and related administrative documentation to support operational workflows.
• Process and reconcile daily deposits, ensuring accurate and timely recording of all incoming funds.
• Process vendor payments in a timely and accurate manner in accordance with company policies and payment schedules.
• Assist in reviewing the accuracy of transactions to ensure data integrity and compliance.
• Invoice Employee Benefits agency-billed fees and distribute statements to clients accurately and on time.
• Email commission statements and company billing documents to HUB as required, maintaining accurate records of all transmittals.
• Support vendor management, procurement, and contract administration to ensure cost-effective and compliant purchasing practices.
• Submit new vendor forms and maintain accurate, up-to-date vendor records in accordance with company standards.
• Manage office administration tasks including supplies inventory, facilities coordination, and equipment maintenance.
• Manage the issuance and ongoing administration of building access and parking cards for staff and authorized personnel.

Benefits

• HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED