Office Management & Business Development Coordinator at Avodahtec

Role Summary

We are seeking a detail-oriented, proactive, and versatile Office Management and Business Development Coordinator to oversee day-to-day office operations, provide executive administrative support, and help drive our business development and marketing initiatives. This hybrid or in-person role is ideal for a structured professional who excels at maintaining seamless office logistics and document control while contributing to proposal preparation, CRM management, and brand visibility within a dynamic engineering and consulting environment.

Employment Options

• Full-Time: 37.5 Hours/Week – Hybrid
• Part-Time: 15 – 20 Hours/Week – In-Person

Key Responsibilities

1. Office Management & Executive Administrative Support (Core)

• Executive Coordination: Manage the Managing Principal’s calendar, coordinate internal/external meetings, draft agendas, take meeting minutes, and track action items.
• Travel & Expense Logistics: Coordinate travel itineraries, accommodation, and transportation; compile and prepare expense reports for reconciliation.
• Day-to-Day Operations & Facilities: Oversee office logistics, manage procurement and inventory of supplies, and serve as the primary liaison for IT support, facility management, and vendors.
• Front-Office & Communications: Act as the primary point of contact for phone calls, emails, and general correspondence; greet visitors and manage incoming/outgoing mail and deliveries.
• Document Control & Archiving: Prepare, format, proofread, and index official reports, presentations, and correspondence using MS Office. Maintain organized physical and digital filing systems.
• Financial & Clerical Assistance: Assist with processing incoming receipts, tracking corporate expenses, reviewing timesheets, and routing invoices for accounting review.
• Onboarding & Discretion: Support logistics for onboarding new team members and handle confidential corporate, client, and executive data with strict discretion.

2. Business Development Support (Preferred Asset)

• Lead Research: Conduct market and industry research to identify potential project leads, prospective clients, and business opportunities.
• CRM & Pipeline Maintenance: Keep the Customer Relationship Management (CRM) system accurately updated with lead interactions, contact logs, and opportunity statuses.
• Proposals & Pitch Decks: Assist technical teams in gathering materials, formatting, and preparing high-quality proposals, pitch decks, and presentations.
• Client & Lead Engagement: Schedule and coordinate meetings with prospective clients and partners, following up as needed to support relationship nurturing.

3. Marketing & Brand Support (Preferred Assets)

• Content & Social Media: Coordinate marketing collateral and manage corporate social media scheduling, posting, and follower engagement.
• Digital Footprint: Support minor website updates and ensure collateral aligns with brand guidelines.
• Events & Conferences: Assist with logistics, planning, and coordination for company participation in industry conferences, trade shows, and webinars.
• Campaign Reporting: Track and report on marketing performance and campaign metrics.

Qualifications and Key Assets

• Experience: 2–5 years of experience in office administration, administrative & executive assistance, or business development support (experience in engineering, consulting, or professional services is strongly preferred).
• Technical Proficiency: Advanced command of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook); working familiarity with CRM software and social media tools.
• Communication & Precision: Exceptional written and verbal communication skills with meticulous proofreading abilities and close attention to detail.
• Organization & Agility: Strong multi-tasking skills with a proven capacity to manage competing deadlines and adapt to evolving priorities.
• Integrity: Proven record of handling proprietary, personal, and financial information with high confidentiality and professionalism.

Benefits

When you become part of Avodahtec’s team, you will enjoy a competitive salary and a comprehensive total compensation package, including:

• Competitive base pay/salary
• Generous vacation time
• Flexible benefits package
• Hybrid work arrangements and flexible work culture
• Continuous learning culture and support for career growth
• Opportunities for continuous professional development

To Apply

To apply for this opportunity, please complete the application form on our Careers page and ensure you include the Job Title (Office Management & Business Development Coordinator) and Job Number ( AVDT0706OA ) in your submission. Please include your resume and a tailored cover letter.

Need Assistance?

If you require assistance or accommodation during the application process, please contact us at [email protected].