Business Operations Specialist at Infotec Dale Carnegie in Virginia Beach, VA

Job description

• Good Faith Pay Range: In accordance with Virginia law, the good-faith pay range for this position is $50,000 - 55,000 annually (this is a non-exempt position). Actual compensation will be determined based on the candidate's qualifications, education, experience, skills, and other legitimate business factors.
• Business Operations Specialist
• The Business Operations Specialist is responsible for ensuring the operational engine of SkillOps runs efficiently, accurately, and consistently. This role serves as the connective tissue across departments, supporting the systems, processes, and day-to-day operations that enable exceptional learner experiences, client satisfaction, and organizational growth.
• From managing client onboarding and training logistics to coordinating financial operations, maintaining business systems, and improving internal processes, the Business Operations Specialist plays a critical role in helping SkillOps scale with discipline and excellence. This position requires someone who is highly organized, detail-oriented, proactive, and energized by creating order, improving processes, and solving problems before they become obstacles.
• At SkillOps, operations is more than administration—it is a strategic function that enables every learner, instructor, consultant, and client to succeed. The Business Operations Specialist helps build the infrastructure that allows our team to focus on what matters most: developing capability, creating impact, and delivering exceptional experiences.
• The ideal candidate is someone who enjoys bringing structure to complexity, thrives in a fast-paced environment, embraces continuous improvement, and takes pride in making the business run better every day. They don't simply complete tasks—they build systems, improve workflows, and create scalable solutions that support the future growth of SkillOps.
• Success in this Role
• Deliver exceptional client, learner, and instructor experiences through organized, proactive operational support.
• Maintain accurate financial and operational records with a high degree of precision and accountability.
• Ensure business systems remain organized, current, and dependable for decision-making and daily operations.
• Identify opportunities to improve workflows, automate repetitive tasks, and eliminate unnecessary complexity.
• Build strong relationships across departments by serving as a dependable, collaborative, and solutions-oriented partner.
• Demonstrate sound judgment, professionalism, discretion, and ownership in every aspect of their work.
• Contribute ideas that strengthen organizational effectiveness and help SkillOps continue to scale successfully.

Responsibilities

• Coordinate day-to-day business operations to ensure efficient execution across all departments while maintaining exceptional internal and external customer experiences.
• Manage operational workflows related to client onboarding, learner enrollment, and course logistics to ensure every engagement is executed accurately and professionally.
• Coordinate participant evaluations, certificates, and post-training follow-up activities.
• Manage financial operations including invoicing, purchase orders, accounts receivable tracking, payment reconciliation, expense documentation, and coordination with accounting partners.
• Maintain accurate client, learner, contract, and operational data within Dynamics 365 and other business systems while ensuring data integrity and consistency.
• Support administration of business platforms including Dynamics 365, Canvas LMS, Microsoft 365, Stripe, SharePoint, Sensepass and other operational technologies used throughout the organization.
• Identify workflow inefficiencies and proactively recommend process improvements that increase scalability, reduce manual effort, and improve operational consistency.
• Leverage AI-enabled tools and automation technologies to improve productivity, streamline repetitive tasks, enhance reporting, and support smarter business operations.
• Develop, document, and maintain standard operating procedures (SOPs), operational documentation, and process guides that support organizational consistency and scalability.
• Support executive leadership with operational coordination and special projects as assigned.
• Assist with vendor coordination, purchasing activities, technology procurement, and operational resource management.
• Maintain confidentiality while handling sensitive client information, financial records, contracts, employee information, and business documentation.
• Represent SkillOps professionally while building trust with learners and client stakeholders.

Requirements

• 3+ years of experience supporting business operations, operations coordination, project coordination, office management, client services, or a related operational role.
• Demonstrated ability to manage multiple priorities while maintaining exceptional organization, accuracy, and attention to detail.
• Experience coordinating complex projects, schedules, logistics, or operational workflows involving multiple stakeholders.
• Strong experience working with CRM platforms, business systems, Microsoft 365 applications, and cloud-based business technologies.
• Experience supporting financial operations including invoicing, billing, accounts receivable, purchase orders, or expense tracking.
• Excellent written and verbal communication skills with the ability to communicate professionally with clients, executives, vendors, and internal team members.
• Strong analytical and problem-solving skills with the ability to identify issues, recommend solutions, and improve operational processes.
• High level of professionalism, discretion, and integrity when handling confidential business information.
• Self-motivated with the ability to work independently while collaborating effectively across multiple departments.
• Demonstrated ability to adapt quickly, embrace innovation, and thrive in a growing organization.
• Experience working with Microsoft Dynamics 365 CRM.
• Experience supporting Canvas or other Learning Management Systems.
• Familiarity with Stripe, Great Plains, accounting software, or financial operations.
• Experience supporting instructor-led training, corporate learning, professional development, or workforce development organizations.
• Experience documenting business processes and creating Standard Operating Procedures (SOPs).
• Knowledge of AI productivity tools and experience leveraging automation to improve operational efficiency.
• Experience working in a growing organization where processes, systems, and operations were continuously evolving.

Skills

Required

• CRM platforms
• Microsoft 365 applications
• Cloud-based business technologies
• Written and verbal communication
• Analytical and problem-solving
• Professionalism, discretion, integrity
• Self-motivation and independence
• Adaptability and innovation

Preferred

• Microsoft Dynamics 365 CRM
• Process documentation and SOP creation
• AI productivity tools and automation
• Experience in growing organizations