Operations & Project Coordinator - Higher Education & Collegiate Athletics

Are you passionate about higher education and collegiate athletics and excited by the opportunity to help a growing industry team succeed? We’re looking for an Operations & Project Coordinator for our Higher Education & Collegiate Athletics team who is organized, proactive, and curious. In this role, you’ll work closely with firm and industry leaders to coordinate key priorities, support client relationships and business development efforts, and keep projects and initiatives moving forward. It’s an opportunity to combine strong operational and project coordination skills with a genuine interest in learning the higher education and collegiate athletics industry.

This position can be fully remote (office and hybrid options are also available if home location is within a commutable distance to one of our five Florida offices - Daytona Beach, DeLand, Gainesville, Ocala, and Tallahassee). Remote candidates are welcome to apply with priority given to candidates living in the southeastern United States. Work hours will be in eastern time.

As an Employee of James Moore, you can expect:

• A career with room to keep growing. Competitive compensation along with opportunities for continued professional development, training, and career advancement.
• Flexibility in how work fits into your life. Flexible schedule options that include paid parental leave, and a summer schedule.
• Time away that we expect you to actually use. Flexible PTO with a minimum expectation of at least two weeks away from work each year, including one consecutive week.
• Meaningful time to recharge. Twelve paid holidays, including a full week of winter break in December.
• Strong health coverage. Two comprehensive healthcare options, along with dental and vision insurance for full-time employees.
• A meaningful retirement contribution. James Moore contributes 4–5% annually to your 401(k), regardless of your personal contribution.

The successful candidate will bring:

• Associate’s degree, bachelor’s degree, or equivalent combination of education and experience in business administration, operations, accounting, finance, marketing, or a related field.
• 2+ years of experience in operations coordination, administrative support, business support, client service support, or a related professional services role.
• Experience coordinating: deadlines, workflows, meetings, scheduling, reporting, documentation, supporting billing, invoice preparation and follow-up activities.
• Proficient with Microsoft Office Suite or related software.
• Prior experience in a public accounting firm, professional services organization, or client service environment.
• Experience working with multiple stakeholders and leadership while maintaining a high level of organization and confidentiality.
• Valid Driver’s License with an acceptable driving record and ability to operate a motor vehicle.

Experience We Will Value:

• Bachelor’s degree in business administration, management, accounting, finance, marketing, project management, sports management, higher education administration, or a related field.
• Prior experience in a public accounting firm, professional services organization, higher education institution, collegiate athletics organization, or client service environment.
• Higher education or collegiate athletics industry experience preferred but not required.
• Demonstrated interest in and enthusiasm for the higher education and collegiate athletics industries, with the ability and desire to quickly develop industry knowledge, strongly preferred.
• Experience supporting multiple senior leaders with calendar management, meeting coordination, travel, communications, or other executive administrative responsibilities, including managing competing priorities and time-sensitive needs.
• Experience working in a fast-paced environment requiring strong judgment, initiative, and the ability to anticipate needs and manage changing priorities with limited day-to-day direction.
• Experience supporting financial reporting, billing, budgeting, KPIs, or operational tracking.
• Experience supporting business development activities, client and prospect relationship management, lead tracking, proposal coordination, CRM administration, or marketing initiatives.
• Experience using AI technology, project management tools, workflow tools, CRM systems, reporting tools, or other technology to improve efficiency and organization.

Key Responsibilities include:

Operations & Administrative Support

• Independently coordinate departmental administrative processes, workflows, and operational support activities, including evaluating priorities, identifying potential issues, and determining appropriate next steps.
• Provide proactive administrative and executive support to the Industry Leader, partners, directors, business development managers, and other team members, including calendar management, meeting coordination, communication support, time entry, travel arrangements, and other activities needed to manage competing priorities.
• Maintain awareness of leadership priorities, commitments, meetings, travel, deadlines, and business activities; proactively identify and address required preparation, follow-up, scheduling, and administrative needs.
• Actively manage calendars and scheduling for industry leadership and supporting engagement teams, considering client priorities, business development opportunities, travel, time zones, and competing commitments.
• Coordinate leadership and industry travel, including transportation, lodging, itineraries, meeting logistics, and expenses.

Client, Meeting & Event Coordination

• Respond to client and internal administrative inquiries, determine the appropriate response or resource, resolve matters within scope of authority, and escalate significant or sensitive issues when appropriate.
• Plan and coordinate industry team meetings, client and prospect meetings, training sessions, conferences, professional development activities, speaking engagements, and other events.
• Attend segment team meetings to understand business priorities, track action items, contribute operational insight, and coordinate follow-up activities.
• Coordinate priority client and prospect meetings, maintain relevant information and action items in firm systems, and proactively follow up on commitments and next steps.
• Follow up with clients on behalf of leadership, using professional judgment regarding communication, timing, and escalation.

Operations, Billing & Performance

• Coordinate industry billing processes, including monitoring work-in-process and billing status, identifying delays or exceptions, communicating with engagement teams, and supporting timely billing and collections.
• Support reporting, budgeting, operational tracking, and project coordination by gathering, analyzing, and organizing information used for business decisions.
• Monitor industry metrics, reports, and KPIs; identify trends, exceptions, and areas requiring leadership attention, and recommend follow-up actions.
• Coordinate scheduling, workflow management, and assignment tracking for administrative activities and client work, evaluating competing deadlines and recommending adjustments.
• Support compliance and administrative tracking related to internal inspections, engagement documentation, and process requirements.

Business Development & Marketing

• Track and assess leads, prospects, proposals, and other business development activities; identify follow-up needs and relationship opportunities, and coordinate next steps with appropriate stakeholders.
• Coordinate communications and follow-up related to prospects, proposals, client opportunities, and industry initiatives, exercising judgment regarding timing, priority, stakeholder involvement, and escalation.
• Partner with the Business Development Manager to research clients, prospects, industry organizations, conferences, and market developments to support relationship development and growth opportunities.
• Partner with Marketing to support thought leadership, advertising, publicity, and other marketing initiatives by coordinating information, timelines, deliverables, and leadership needs.

Industry Knowledge & Cross-Functional Collaboration

• Develop and maintain working knowledge of the Higher Education and Collegiate Athletics industries, including key organizations, stakeholders, trends, current issues, and the firm’s services and relationships.
• Collaborate across departments and cross-functional teams to support operational goals, service delivery, and process improvement.
• Participate in industry and firmwide projects, committees, and process improvement initiatives; contribute recommendations, coordinate workstreams, monitor progress, and support implementation.

Technology, Process Improvement & Independent Judgment

• Use AI technology and other firm-approved tools to analyze information, streamline workflows, improve accuracy, support reporting, and efficiently complete responsibilities.
• Exercise discretion and independent judgment in organizing work, evaluating alternatives, solving operational problems, recommending process improvements, and determining when leadership involvement is required.
• Identify opportunities to improve communication, efficiency, accountability, and overall team processes.
• Perform other operational, project coordination, and administrative duties that support the management and general business operations of the Higher Education & Collegiate Athletics Industry team.

Additional Important Information:

James Moore & Co., CPAs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

All offers are contingent on the satisfactory outcome of a background check including a criminal record check, reference check, credit check, valid driver’s license check, a valid driver's license and acceptable driving record are required, and employment and education verifications.

Applicants must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future.

We do not accept unsolicited resumes from third-party recruiters or agencies. Any resumes submitted without a prior agreement will be considered property of James Moore & Co., and we will not be responsible for any fees or obligations related to such submissions.