Business Operations Coordinator

DescriptionJoin Aleron Group, a global workforce and business solutions company that builds relationships and empowers the workplace. Since 1957, we've been at the forefront of the workforce industry. Our renowned portfolio of companies, including Acara Solutions, Acara Solutions India, Broadleaf Results, Lume Strategies, TalentRise, and Viaduct, delivers tailored talent solutions, workforce management, IT services, and more to meet the ever-evolving needs of our clients. We transform the workplace for people and businesses around the world.What Aleron has to offer:Competitive hourly pay: $24-$27/hourHealth with HSA options, dental, vision, disability, 401(k) plan, and life insurancePaid time off plus 10 paid holidaysA collaborative Buffalo-based team environment with flexibility based on role and business needs Job Summary:Aleron and TalentRise are seeking a highly organized, service-minded Office Operations & Client Engagement Coordinator to support executive administration, office operations, and client engagement activities. Based at Aleron's Buffalo headquarters, this role is ideal for someone who enjoys variety, takes pride in creating seamless experiences, and can move comfortably between internal coordination, executive support, and client-facing project work. The role is approximately 50% office/executive coordination and 50% TalentRise engagement support, with flexibility based on business needs. Ultimately, this role helps create conditions for teams to do their best work. Whether preparing for an important meeting, supporting a positive office culture, coordinating a client engagement, or ensuring daily operations run smoothly, the Office Operations & Client Engagement Coordinator plays an important role in strengthening the experience of Aleron employees, TalentRise clients, candidates, and partners.Essential Duties and Responsibilities: Office Coordination (Aleron)Help set the tone for Aleron's welcoming, supportive, and dynamic corporate culture by creating positive first impressions and consistently professional, hospitable experiences for employees, clients, candidates, visitors, and partnersMaintain office readiness standards, including guest preparation, meeting room setup, shared space presentation, hospitality needs, and daily office rhythmsFoster an organized and well-functioning office environment by overseeing supplies, vendors, mail, facilities requests, conference rooms, and shared spacesCoordinate meetings/office gatherings with a high level of professionalism, including agendas, materials, room setup, technology, catering, and day-of logisticsProvide polished, proactive administrative support to executive leadership, including calendar management, travel coordination, meeting preparation, and follow-upManage expense reporting, invoice processing, purchase orders, and related administrative workflows with accuracy and timely follow-throughPartner on cross-functional projects across HR, marketing, client experience, and leadership initiativesEngagement Coordination (TalentRise)Provide coordination support across the client lifecycle, including pre-sales activities, engagement delivery, and post-engagement follow-upServe as internal business operations project lead and ensure all business processes are running efficiently and effectively.Create efficiency for the business processes of the firm through a defined project management systemCoordinate scheduling, communications, and logistics between clients, candidates, and internal teamsMaintain CRM systems, ensuring data integrity, reporting accuracy, and pipeline trackingAssist with business development collateral materials, proposal/RFP response development and customization of client materialsSupport marketing initiatives including social media coordination and client engagement campaignsManage billing, onboarding, contracting, and implementation for new clientsUltimately, success will look like:Maintaining a welcoming, organized, and well-run office environmentMaintaining a reliable system for tracking recurring and ad-hoc requests, deadlines, follow-ups, and open items to ensure timely completion and clear visibility for stakeholdersAnticipating needs before they become urgent, following through reliably, and providing regular project updates when priorities, deadlines, or risks shiftEnsuring CRM, billing, scheduling, and engagement details are accurate and currentSupporting a high-quality experience for employees, clients, and TalentRise stakeholdersWhat We're Looking For:A curious learner who is interested in corporate culture, client experience, executive search, coaching, leadership development, and the broader workforce solutions industryA professional who notices what needs to be done, takes initiative, and follows through independentlyA strong communicator who builds trust with executives, clients, candidates, and team membersA highly organized coordinator who enjoys details, deadlines, logistics, and executionA collaborative partner who can balance competing requests and communicate clearly when priorities shiftSomeone who is comfortable moving between office operations, executive support, and client-facing coordinationTech savviness with a desire to learn all modern systems including artificial intelligence and business process applicationsJob RequirementsQualifications and Skills:Associate degree or equivalent administrative experience2 - 3 years of administrative, project coordination, or client support experienceStrong proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)Professionalism, discretion, and sound judgment when handling confidential informationExperience working with CRM systemsExceptional organizational skills with strong attention to detailAbility to manage multiple priorities in a dynamic environmentStrong written and verbal communication skillsCapacity to confidently engage AI tools to further work productsPreferredExperience in executive search, professional services, or consulting environmentsExperience coordinating travel, meetings, and eventsExposure to marketing coordination or proposal developmentFamiliarity with client engagement or account management processes Physical Demands, Work Environment, and Travel: This role operates in a modern, hybrid work environment, utilizing technology such as laptops, video conferencing tools, cloud-based applications, and collaborative platforms. Flexibility for remote work is supported, while in-office settings may still involve the use of standard office equipment like computers, telephones, and printers.The physical demands described here are representative of those required for an employee to successfully perform the essential functions of this job. While carrying out job duties, the employee must regularly be able to speak clearly and hear effectively to communicate with others. The role also frequently requires standing, walking, using hands for fine motor tasks, and reaching with arms.Occasional domestic travel may be required to represent the company, based on business needs.Must be able to lift and move up to 50 pounds regularly.Possess a valid driver's license, a good driving record, and a serviceable vehicle suitable for business transportationAdditional Information:This job description is subject to change and may be adjusted to meet the company's needs.Upon receiving an offer of employment, candidates will be required to undergo a background check and drug screening. Depending on the role, additional industry-specific skills testing may also be necessary prior to placement.Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.* The compensation range provided represents our good faith representation of the high and low pay range for this position. Apply