Operations Coordinator

Operations Coordinator

Location: Nashville, TN

High-Level Job Description:

Under supervision, this full-time role will assist with basic financial & accounting tasks, general office and database management, and oversee the execution of culture events. The ideal candidate will be seeking a non-client facing internal operations role and exemplify FlyteVu Behaviors: High-Performance, Curiosity, Positivity, Integrity, Generosity and Growth.

Detailed Job Description/Responsibilities:

Finance: approximately 40% of time

  • Assist in cost processing of vendor invoices for weekly bill pay cycles within Quickbooks Online
  • Print checks and get appropriate approvals to send
  • Assist with the coding of all Amex charges on a weekly basis, and monthly reconciliation
  • Create invoices for Client billing
  • Run P&L reports for Client programs as needed

Office and Database Management:  approximately 40% of time

  • Run front desk operations: answer phones, ordering supplies, office snacks/food, furniture as directed by management
  • Maintain a presentable/client ready front office and common space at all times
  • Maintain accurate and current information for all managers, brands, vendors, etc.
  • Book and manage team travel
  • Solicit and coordinate third-party rentals of office & performance event space

Culture: approximately 20% of time

  • Concept, plan and execute all aspects of our bi-annual Gifting mailers within approved budgets
  • Oversee the New Client gifting process, working with Accounts team
  • Working with the Culture Team, schedule and plan all staff Culture Days including Volunteer Days, Team-building Days, Holiday Party, etc.
  • Plan and oversee annual staff retreat, including travel and activities, within approved budgets

*Special Note:  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Required Competencies/Skills:

  • The ideal candidate will have 1-3 years of experience working in an office management or operations role
  • Strong communication and time management skills
  • Must be able to prioritize multiple tasks with varying deadlines
  • Work well under pressure; meeting tight deadlines.
  • Entrepreneurial self-starter with the ability to work with ambiguity at times
  • Ability to think ahead, independently and challenge oneself to learn and grow
  • Proficient in the use of MS Office
  • Clearly and effectively communicate internally and externally in a manner consistent with the company’s Code of Conduct and core behaviors
  • Handle and safeguard confidential and proprietary information
  • Must be able to pass a background check

Additional Preferences/Not Required:

  • Experience with QuickBooks or other accounting software
  • Experience with Basecamp or project management software

Education Required:

  • Minimum of a Bachelor’s Degree in business management, finance or other operations-related field.