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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:
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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.