Business Systems Coordinator
Description
Team: Central US
Job Title: Business Systems Coordinator
Position Type: Full-time
Location: Chicago, IL (Hybrid, 2-3 Days in Office)
Reports to: Executive Vice President, Strategy & Operations
*Applicant must provide a cover letter with their application to be considered for the role*
Who we are:
CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. For over seven decades, CCS has empowered many of the world’s greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact. CCS provides tailored support to more than 700 nonprofit organizations annually. Headquartered in New York, the firm has over 500 professionals and 18 offices around the world. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance.
About the role:
CCS Fundraising is seeking a reliable, resourceful, and detail-oriented Business Systems Coordinator. The Business Systems Coordinator is a new role, joining the rapidly growing, ~20-person Central United States Strategy & Operations team (“Central US S&O team”). This regional team is charged with overseeing all key internal operations functions, including executive support, business development, marketing, learning and development, and business systems.
This position will be focused on supporting the Central US S&O team’s business systems department. Working closely with the Executive Vice President, Strategy & Operations and the Vice President, Business Systems, they will support workflows from the inception of a lead through the point of a sale, including database management (e.g., entering, reviewing, and updating leads and opportunities), contract management (e.g., preparing, sending, and tracking professional service agreements), and other business operations (e.g., organizing and archiving electronic files, maintaining project trackers, implementing compliance programs, etc.)
About You:
You bring a range of skills to support the internal operations of an organization or a team, perhaps coming from an executive assistant, operations coordinator, database manager, or a similarly focused position. You enjoy creating new or enhanced systems, implementing processes, and organizing information and data. You’re not an IT professional or financial analyst, but you respect the critical nature of maintaining the flow of data and reporting on accurate information. You appreciate the need to be highly organized, detail-oriented, and able to work under tight deadlines, especially when it comes to supporting the drafting, reviewing, and maintaining of contracts/professional service agreements. Overall, you recognize the impact that high-performing systems and seamless operational workflows can have on a company’s ability to manage and grow their business.
The successful candidate will enjoy a small office environment within a larger corporate structure and will take pride in a job well done. This is an excellent opportunity to build a career in a mission-driven, growing company with competitive compensation and benefits.
Responsibilities:
- Lead Management (25%)
- Maintain timely and accurate data entry for all new leads, contacts, and opportunities in our CRM (NetSuite) and other key project trackers (Monday.com)
- Develop and provide accurate timely reports
- Maintain and regularly update regional team SharePoint site and folders
- Undertake regular lead pipeline review meetings with the executive team
- Contracts & Projects Management (50%)
- Prepare professional service agreements and supporting materials in collaboration with internal team members, including our corporate legal counsel
- Serve as key point of contact for internal and external stakeholders, including sending contracts to client partners for review via Adobe Sign/DocuSign
- Support escalation tactics to obtain necessary approvals and information and collaborate with teams to resolve contractual issues
- Maintain accurate and detailed records of all contract-related correspondence and documentation
- Monitor status and provide regular status updates on outstanding contracts and project documentation
- Internal Systems, Staffing, Expense, and Compliance Management Back-Up (25%)
- Work closely with the VP, Business Systems to ensure accuracy of tracking and reporting in all internal systems
- Gather ancillary documentation needed for RFP submissions, contracts, and other requests
- Ensure regional team member adherence to reporting requirements (KPS reports, Timecards, etc.)
- Liaise with corporate teams as needed
- Additional duties as assigned
Qualifications
- Bachelor’s degree
- Prior experience serving as an executive assistant, operations coordinator, contracts or database manager, or in a similarly focused position
- Proficient with MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all are required) with the ability to become familiar with firm-wide specific programs and software
- Experience with NetSuite/Oracle, Monday.com, Navan, and/or SharePoint a plus
- CRM and data management experience a plus
- Exceptional analytical skills and data-driven thinking
- High attention to detail, deadline-oriented and extremely well-organized
- Strong organizational, project management, and problem-solving skills
CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.