POSITION SUMMARY

The Business Operations Coordinator is a detail-oriented, proactive, and versatile business operations professional who thrives at the intersection of people, process, and performance, keeping Lead Gear's internal engine running smoothly by managing a broad range of functions spanning human resources administration, payroll, accounts receivable, invoicing, sales tax compliance, and general back-office operations. This role serves as the operational backbone of a fast-moving marketing agency, connecting the dots across finance, HR, sales administration, data management, and reporting to create clarity, accountability, and efficiency across the team. The Business Operations Coordinator partners directly with leadership to ensure that every internal function runs with precision, and brings both the organizational discipline and analytical capability to surface insights that help the business make smarter decisions and stay focused on growth.

ABOUT LEAD GEAR

Lead Gear is a Plano-based digital marketing and web design company that has been partnering with B2B and local service businesses to grow their revenue and online presence for over 23 years. Specializing in search engine optimization, local search, social media marketing, and professional website design, Lead Gear delivers results-driven strategies built around what actually moves the needle for its clients, with a dedicated in-house team of developers and marketers working together under one roof. Recognized by Clutch as a Top SEO Company in greater Dallas and trusted by industry-leading manufacturers, distributors, and service providers, Lead Gear takes a true partnership approach to every client relationship, measuring its own success by the business it generates for the companies it serves. At Lead Gear, the mission is simple: to ignite business growth through strategy, expertise, and the kind of long-term relationships that have kept clients coming back since day one.

SUCCESS LOOKS LIKE

• The Business Operations Coordinator is recognized as a reliable, proactive, and analytically sharp partner to leadership, managing diverse multi-functional responsibilities with precision, and continuously identifying and implementing improvements that make the business run better.
• CRM data, sales pipeline records, project billing, and operational documentation are maintained with accuracy and discipline, ensuring that the full team always has a clear and current picture of business activity across every function.
• Leadership has regular, timely access to accurate key performance indicators, executive dashboards, and performance reporting that reflects real-time business activity across every function. Time tracking is monitored consistently, project billing is accurate and current, and trend analysis is delivered proactively so leadership can identify patterns and act on them before they become problems. System documentation, software subscriptions, and user access are maintained with discipline, ensuring that the operational infrastructure supporting the business is always current, organized, and accounted for.
• Payroll, accounts receivable, invoicing, and sales tax filings are processed accurately and on time every time, with no lapses in compliance, no missed deadlines, and no financial discrepancies requiring correction or escalation from leadership.
• HR administration functions including onboarding, benefits management, PTO tracking, and employment compliance are handled with consistency, confidentiality, and a level of care that supports a positive team experience and protects the company's legal standing.

COMPETENCIES

• Multi-Functional Operations Management: Manages a broad and diverse set of operational responsibilities across finance, HR, sales administration, compliance, and reporting simultaneously, bringing the cross-functional capability and organizational discipline to keep every area running accurately and on time without narrowing to a single discipline.
• Financial Administration and Accuracy: Handles accounts receivable, invoicing, payroll support, and sales tax compliance with a high degree of precision, understanding that financial errors carry real consequences and treating every transaction, filing, and record accordingly.
• Analytical Thinking and Data Interpretation: Compiles and interprets financial and operational data with a structured and critical mind, identifying patterns, surfacing variances, and presenting findings in a format that gives leadership clear, actionable visibility into business performance and profit and loss trends.
• Human Resources Administration: Handles onboarding, benefits coordination, PTO tracking, payroll support, and HR compliance with competence and strict confidentiality, understanding that people-related matters require both accuracy and sensitivity in equal measure.
• Accounts Receivable and Billing Management: Manages the full billing cycle from invoice generation through payment collection with accuracy and persistence, keeping AR current, following up on outstanding balances professionally, and maintaining organized records of all billing activity.
• CRM and Data Management: Maintains CRM accuracy and system integrity across lead records, contacts, pipeline updates, and sales data, ensuring that the broader team always has reliable information to work from and that data quality is treated as an operational priority.
• Sales Operations Support: Coordinates proposals, contracts, scheduling, and follow-up tracking with the efficiency and detail orientation needed to support a busy sales team, keeping the administrative side of the pipeline organized and moving without requiring constant leadership involvement.
• Organization and Process Discipline: Maintains structured and reliable systems for tracking responsibilities, deadlines, records, and action items across multiple functional areas simultaneously, ensuring that nothing is missed and that every area of the business is managed with the same rigor and consistency.
• Attention to Detail: Reviews numbers, documents, filings, and records with the precision required to catch errors before they matter, understanding that operational reliability is built on small decisions made correctly and consistently over time.
• Communication and Professional Discretion: Communicates clearly and professionally with team members, leadership, clients, and external partners, and handles sensitive financial and personnel information with the confidentiality, judgment, and composure the role demands.
• Initiative and Continuous Improvement: Identifies operational gaps, inefficiencies, and emerging issues without waiting for direction, develops practical solutions, and implements improvements that make the business run better, bringing a proactive and ownership-oriented mindset to every function they manage.
• Technology Proficiency: Works efficiently across payroll platforms, accounting software such as QuickBooks, CRM tools, project management platforms such as Asana, and the full Google Workspace and Microsoft Office suite, adapting quickly to new technology as the company's operational needs evolve.

EDUCATION AND EXPERIENCE

• Bachelor's degree in business administration, operations management, accounting, or a related field preferred; equivalent professional experience in a multi-functional operations or office management role will be considered.
• 3–5 years of experience in an operations, office management, or administrative role with demonstrated responsibility across multiple business functions including finance, HR, and administrative operations required.
• Hands-on experience with accounts receivable, invoicing, payroll support, and sales tax compliance required.
• Familiarity with HR administration including onboarding, benefits coordination, PTO management, and employment compliance strongly preferred.
• Proficiency with accounting or financial management software such as QuickBooks, CRM platforms, and project management tools required.
• Strong analytical capability with demonstrated ability to compile, interpret, and present financial and operational data in a format that informs leadership decision-making.
• Experience in a professional services, agency, or small-to-mid-size business environment is a significant asset.