Business Operations Coordinator

About This Role

Business Operations Coordinator ===================================

Orion is seeking a detail\-oriented and motivated Business Operations Coordinator to support the firm’s financial and administrative operations. This role is hands\-on and responsible for carrying out the essential day\-to\-day business functions that keep projects running smoothly — including subcontracts, project setup, invoicing, accounts payable/receivable, payroll entry, and administrative support.

KEY RESPONSIBILITIES

Subcontracts \& Project Administration

• Assist with preparing and issuing subconsultant agreements and work orders.
• Set up new projects, tasks, budgets, and billing structures in Ajera.
• Ensure contract payment terms (i.e. lump sum, T\&M, OH rates, billing rates) are reflected accurately in the Ajera project setup and invoicing.

Invoicing, Accounts Receivable, and Reconciliation

• Prepare monthly client invoices, including backup documentation.
• Track client receipts and follow up on outstanding invoices.
• Support monthly reconciliation processes.
• Accounts Payable \& Vendor/Subconsultant Management
• Maintain vendor/sub records (COI’s, W\-9s).
• Process vendor and subconsultant invoices and ensure timely approvals and payments.
• Verify subconsultant billing accuracy against subconsultant agreements.
• Prepare payment requests and maintain AP records.

Financial Operations

• Assist with Hawaii GET reporting.
• Perform bank and revenue reconciliation.
• Support month\-end and year\-end reporting.

Payroll \& Timesheet Operations

• Review timesheets and expense reports for accuracy.
• Perform payroll data entry and coordinate with payroll services.

Licensing, Compliance \& Administrative Support

• Maintain business licenses and renewals.
• Assist with insurance certificates and vendor setup forms.

Compensation

• Commensurate with experience.
• Entry\-level: $60,000–$75,000