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Business Operations Specialist (Hybrid, 4 days onsite and Friday’s remote)

Los Angeles, CA 
12 months (possible extension)
2-3 round interviews

Overview: 

This role is responsible for ensuring timely request fulfillment, maintaining accurate records, supporting cross-functional teams, and improving operational efficiency through effective process management.

The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and demonstrates excellent communication, organizational, and problem-solving skills. This individual will work closely with Relationship Managers, business stakeholders, vendors, and internal operations teams to ensure smooth day-to-day operations and a high level of service.

Responsibilities: 

• Request & Inbox Management

• Monitor shared team inboxes and distribution lists to review, triage, and prioritize incoming requests.
• Categorize and assign requests to the appropriate teams while identifying and escalating urgent or high-priority items.
• Respond to and process routine access requests in a timely manner.
• Submit, track, and follow up on service tickets to ensure timely completion and issue resolution.
• Support fixed-price provider and trial user access requests, including setup, tracking, and follow-up.

Onboarding & Offboarding Support

• oordinate onboarding activities for new hires, including scheduling meetings, submitting access requests, and distributing onboarding materials.
• Support both U.S. and international onboarding administration, including calendar coordination, invitations, and follow-up communications.
• Assist with employee offboarding by coordinating entitlement removals, submitting required tickets, and ensuring all administrative tasks are completed accurately and on time.
• Ensure a seamless onboarding and offboarding experience while maintaining compliance with internal processes.

Access Management & Entitlement Administration

• Provide administrative support for access management activities, including user access reviews, quarterly evaluations, and entitlement tracking.
• Monitor and track access-related requests to ensure timely completion.
• Escalate complex entitlement issues involving market data platforms and third-party applications to the appropriate support teams.
• Respond to routine access and entitlement inquiries while maintaining accurate documentation.

Data Quality & Operational Support

• Reconcile vendor user lists against internal master data records to ensure data accuracy.
• Maintain operational dashboards and tracking tools by updating records and resolving data discrepancies.
• Monitor decommissioning activities and assist with operational compliance initiatives.
• Identify opportunities to improve data quality and operational processes.

Vendor & Trial Coordination

• Coordinate vendor demonstrations, product training sessions, and meetings for internal stakeholders.
• Manage scheduling and logistics for both virtual and on-site events.
• Track software trials and maintain accurate records of trial activity.
• Support vendor renewals, pricing administration, and related documentation.

Qualifications & skills:

• Bachelor’s degree or equivalent combination of education and experience.
• 3-6 years of experience in business operations, project coordination, operations support, administrative support, or a related role.
• Strong organizational and time management skills with the ability to prioritize multiple tasks simultaneously.
• Experience coordinating cross-functional activities and managing operational workflows.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities with exceptional attention to detail.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
• Experience managing shared inboxes, tracking requests, or working with ticketing systems.
• Ability to work independently while collaborating effectively with cross-functional teams.

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