Business Operations Coordinator Company:

Fuimus Companies, LLC Department:

Business Operations Reports To:

Director of Business Operations Employment Status:

Full-Time Classification:

Nonexempt Location:

Brainerd, Minnesota Travel:

Limited travel may be required

Pay Range:

$26.00 to $32.00 per hour Position Summary The Business Operations Coordinator provides administrative and operational support across the accounting, human resources, compliance, safety, business development, marketing, project-support, and executive-administration functions of Fuimus Companies, LLC. This position works under the direction of the Director of Business Operations to complete recurring administrative processes, maintain accurate company records, coordinate documentation, monitor deadlines, and support the company's office and field personnel. The ideal candidate is highly organized, dependable, detail-oriented, and comfortable working in a growing energy construction and consulting company. The position requires the ability to manage multiple priorities, protect confidential information, communicate professionally, and follow established procedures with limited day-to-day supervision. Essential Duties and Responsibilities Provide daily administrative support to the Director of Business Operations and executive leadership. Maintain operational calendars, recurring deadlines, task lists, and follow-up schedules. Prepare correspondence, reports, spreadsheets, presentations, forms, and internal communications. Organize and maintain electronic and physical company files. Assist with implementing and maintaining standard operating procedures. Coordinate office supplies, equipment, shipping, mail, and general office services. Communicate with employees, vendors, customers, and business partners regarding routine administrative matters. Monitor shared administrative inboxes and route requests to the appropriate company representative. Schedule internal meetings and prepare agendas, supporting materials, and follow-up documentation. Assist with special projects assigned by the Director of Business Operations. Assist with preparing customer invoices and supporting billing documentation. Enter approved invoices, expenses, and other financial information into company systems. Maintain organized accounts-payable and accounts-receivable records. Assist with payment-status research and routine customer or vendor follow-up. Prepare deposit records, payment documentation, and financial filing packages. Assist with credit applications, vendor forms, tax-exemption documents, and insurance requests. Maintain confidentiality of payroll, banking, accounting, and employee information. Support month-end and year-end documentation preparation. Perform administrative financial functions only within assigned authority and established procedures. Prepare and distribute onboarding documents for new employees. Track the completion of employment forms, policy acknowledgments, emergency contacts, and direct-deposit documents. Assist with coordinating background checks, drug and alcohol testing, and employment eligibility documentation. Create and maintain organized personnel files. Track employee training, certifications, licenses, policy acknowledgments, and expiration dates. Assist with job postings, applicant records, interview scheduling, and candidate correspondence. Prepare orientation materials, welcome packets, and employee communications. Maintain paid-time-off requests, holiday information, benefit documents, and other employment records. Support employee offboarding by coordinating the return of company property and required documentation. Protect confidential personnel and medical information. Maintain company policies, manuals, forms, acknowledgments, and controlled documents. Assist with document-control procedures, including version tracking and distribution. Track contractor and employee licenses, certifications, training, and qualification requirements. Coordinate routine requests for certificates of insurance, safety information, and company documentation. Maintain customer and contractor prequalification records. Assist with customer, vendor, insurance, and third-party compliance submissions. Organize documentation needed for audits, customer reviews, and qualification renewals. Support the Health, Safety, and Environmental program through recordkeeping, policy distribution, and training coordination. Maintain incident forms, inspection records, safety meeting documentation, and acknowledgment records as assigned. Monitor administrative deadlines and notify the Director of incomplete or expiring requirements. Escalate legal, regulatory, technical, or safety questions rather than independently interpreting requirements. Download and organize solicitations, amendments, attachments, drawings, and supporting documents. Maintain proposal calendars, submission deadlines, and document checklists. Create and maintain opportunity folders in the company's approved document-management system. Assist with vendor and customer portal registrations. Maintain company information commonly required for proposals and registrations. Assemble approved resumes, project profiles, safety records, certifications, capability statements, and company forms. Format and proofread proposal documents for consistency, completeness, and professional presentation. Coordinate requests for missing proposal information. Track questions, deadlines, addenda, and submission requirements. Maintain organized records of submitted, pending, awarded, and declined opportunities. Support customer research, contact-list development, and approved follow-up activities. Protect system credentials and follow company cybersecurity and access-control requirements. Assist with maintaining the company marketing calendar. Draft routine social media content, announcements, and internal communications for review. Format capability statements, presentations, project profiles, resumes, and marketing materials. Maintain organized libraries of approved logos, photographs, employee biographies, project descriptions, and brand assets. Support website-content updates by collecting and organizing approved information using WordPress. Coordinate trade-show registrations, promotional materials, shipping, schedules, contact lists, and follow-up records. Proofread external communications for spelling, formatting, accuracy, and brand consistency. Track approved marketing campaigns and assigned follow-up activities. Assist with maintaining customer and prospect information in the company's approved systems. Obtain approval before publishing or distributing external communications. Assist with calendar coordination, meeting preparation, and recurring business meetings. Prepare agendas, reports, presentations, and supporting materials. Record action items and maintain follow-up lists when requested. Organize confidential executive, corporate, and board documentation. Assist with approved travel arrangements, itineraries, lodging, transportation, and expense documentation. Coordinate signatures and distribution of approved documents. Exercise discretion when handling strategic, financial, personnel, contractual, and customer information. Provide administrative support for construction, commissioning, renewable energy, battery energy storage, substation, and transmission-related projects. Assist with employee and project mobilization documentation. Create and maintain project contact lists, administrative logs, travel records, and document folders. Coordinate approved travel, lodging, rental vehicles, shipping, and field-supply requests. Coordinate routine information between office personnel, field personnel, project leadership, and vendors. Track assigned project-document deadlines and follow up on incomplete submissions. Assist with preparing employee packets and site-specific administrative records. Escalate technical, contractual, scheduling, safety, and cost decisions to the appropriate manager.

The Business Operations Coordinator may:

Provide administrative guidance to employees regarding established forms, deadlines, and procedures. Coordinate work with interns, temporary administrative staff, or outside service providers. Train employees on routine administrative processes when directed. Lead defined administrative projects under the supervision of the Director of Business Operations. Three or more years of experience in business administration, office coordination, accounting support, human resources administration, project administration, or a related area. Experience maintaining confidential business or employee records. Demonstrated ability to organize documents, track deadlines, and manage multiple priorities. Strong written and verbal communication skills. Strong attention to detail and commitment to accuracy. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, HubSpot, WordPress and SharePoint. Ability to learn company systems (Sage 50), customer portals, and document-control processes. Ability to work independently while following established approval requirements. Ability to communicate professionally with employees, executives, customers, vendors, and field personnel. Valid driver's license when driving is required for company business. Associate or bachelor's degree in business administration, accounting, human resources, marketing, project management, or a related field. Experience in construction, electrical contracting, renewable energy, utilities, engineering, or professional services. Experience with invoicing, payroll documentation, accounts payable, or accounts receivable. Experience with employee onboarding and personnel-record administration. Experience supporting proposals, bids, vendor registrations, or customer qualification systems. Experience with customer relationship management, accounting, payroll, or project-management software. Familiarity with safety documents, contractor qualification systems, and construction-industry records. Experience coordinating travel, events, trade shows, or field mobilization. Organization and priority management Administrative accuracy Confidentiality and professional discretion Written and verbal communication Customer and employee service Document and records management Follow-up and deadline tracking Cross-functional coordination Problem identification Adaptability and resourcefulness Technology proficiency Team collaboration Accountability Attention to detail Ability to perform prolonged computer and office work. Ability to communicate by telephone, email, video conference, and in person. Ability to organize electronic and physical records. Ability to occasionally lift and move standard office supplies or packages. Ability to travel occasionally to company events, customer meetings, or project locations. Ability to comply with site-specific training, personal protective equipment, and safety requirements when visiting project sites. Equal Employment Opportunity Fuimus Companies, LLC provides equal employment opportunities to qualified applicants and employees. Employment decisions are based on legitimate business requirements, qualifications, experience, and the ability to perform the essential functions of the position, with reasonable accommodation where required by applicable law.

Pay:

$26.00 - $32.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person