Job Description
Business Operations & Administrative Coordinator Department: Revenue Cycle Management Position Type: Full-Time Position Summary The Business Operations & Administrative Coordinator is responsible for managing day-to-day administrative and financial operations across the organization. This role oversees bill payments, monitors recurring subscriptions and expenses, maintains business records, and coordinates with state agencies to ensure business registrations, tax filings, annual reports, and other compliance requirements are completed accurately and on time. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple business entities, deadlines, and administrative responsibilities with minimal supervision.

Key Responsibilities
1. Bill Payments & Expense Management
- Manage day-to-day business bills, invoices, and recurring payments. -Ensure invoices are reviewed, approved, and paid by their respective due dates. -Maintain an organized record of payments, invoices, and vendor information.
- Monitor business expenses and identify discrepancies, duplicate charges, or unexpected increases.
- Coordinate with internal teams and vendors to resolve billing issues.
- Maintain a calendar of upcoming payments and financial obligations. 2. Subscription & Vendor Management
- Maintain a centralized inventory of business subscriptions, software platforms, memberships, and recurring services.
- Monitor renewal dates, contract terms, and recurring charges.
- Identify unused, duplicate, or unnecessary subscriptions and recommend cancellations or cost-saving opportunities.
- Coordinate subscription changes, cancellations, renewals, and vendor communications.
- Maintain records of vendor agreements, pricing, and renewal terms. 3. State Filings & Business Compliance
- Work directly with state agencies, including the Secretary of State, Department of Revenue, and other applicable regulatory departments.
- Monitor business entity registrations,



annual reports, renewals, and state filing deadlines. -Coordinate state business license applications, renewals, and related documentation.
- Track tax registration requirements, state tax filings, and payment deadlines in coordination with the accounting or tax team.
- Monitor business standing and ensure entities remain active and compliant in each state where they operate.
- Maintain an organized compliance calendar for all business entities.
- Follow up with state agencies to resolve filing issues, obtain confirmations, and verify that required submissions have been processed.
- Maintain copies of filing confirmations, tax registrations, certificates, and other compliance documentation. 4. Administrative & Records Management
- Maintain organized digital records for invoices, subscriptions, tax documents, business registrations, and vendor agreements.
- Develop and maintain tracking spreadsheets, calendars, and reporting tools.
- Assist with collecting documentation for accountants, tax preparers, and other external professionals.
- Track important business deadlines and proactively communicate upcoming requirements to leadership.
- Identify opportunities to improve administrative workflows and reduce manual work. 5. Reporting & Operational Support -Provide periodic reports summarizing outstanding bills, recurring expenses, upcoming renewals, and state compliance deadlines.
- Maintain visibility into the status of business filings and outstanding agency requests.
- Escalate overdue payments, compliance risks, unexpected expenses, and unresolved vendor issues.




- Support leadership with general business administration and special projects as needed. Qualifications
- 2+ years of experience in business administration, accounts payable, office management, operations, or a related role preferred.
- Experience coordinating with state agencies or managing business registrations and compliance filings is a plus.
- Strong organizational skills and attention to detail.
- Ability to manage multiple deadlines across multiple business entities.
- Proficiency in Microsoft Excel, Google Sheets, and standard business software.
- Robust written and verbal communication skills.
- Ability to work independently, follow up on outstanding items, and proactively identify potential issues.
- Ability to handle confidential financial and business information responsibly. Key Performance Indicators (KPIs)
- Bills and invoices paid accurately and on time.
- Recurring subscriptions reviewed regularly, with unnecessary expenses identified and eliminated. -State filings, annual reports, renewals, and tax-related deadlines tracked and completed on time.
- Business entities maintained in good standing across applicable states.
- Accurate and up-to-date records of payments, subscriptions, and compliance documentation.
- Timely resolution of vendor and state agency issues. Ideal Candidate The ideal candidate is someone who takes ownership of the organization's administrative responsibilities and ensures that nothing falls through the cracks. This person should be comfortable managing recurring tasks, communicating with state agencies, tracking deadlines, organizing financial records, and keeping leadership informed of upcoming obligations and potential issues. The primary objective of this role is to ensure that business bills are paid, unnecessary expenses are controlled, state filings and tax obligations are tracked, and all administrative responsibilities are handled proactively and efficiently.

📌 Business Operations and Administrative Coordinator (India)
🏢 Know Boundaries ABA
📍 India