Business Operations Coordinator (HQ)

Position Summary:  The Kenjya Trusant Group is seeking a highly organized and dependable Business Operations Coordinator - Accounting & HR to provide cross-functional support to Accounting, Human Resources, and general business operations. This is a newly created position designed to strengthen administrative and operational support across the company. The role is expected to be approximately evenly divided between Accounting and Human Resources, although priorities may shift periodically based on business needs. 

The Business Operations Coordinator will work closely with the Assistant Controller and HR Director. On the Accounting side, the position will provide recurring accounts payable, bookkeeping, mail-processing, and administrative support. On the Human Resources side, the position will support employee administration and develop toward independently owning several recurring HR processes, particularly new-hire onboarding and orientation.

This position is ideal for someone with experience in both basic accounting/bookkeeping and HR or business administration who enjoys variety, takes ownership of responsibilities, works well with people, and is comfortable shifting between accounting tasks, employee support, meetings, administrative work, and general operational needs. Because this is a new cross-functional position, specific responsibilities may evolve over time based on business needs and the employee's skills and experience.

Essential Job Functions: 

Accounting & Finance Support

• Provide recurring accounts payable and bookkeeping support to the Assistant Controller.
• Assist with invoice processing, including required second-entry and verification procedures.
• Enter, review, organize, and maintain invoices and related accounting documentation.
• Follow up on missing information, approvals, invoices, or supporting documentation needed to complete assigned accounting processes.
• Maintain accurate and organized electronic and physical accounting records.
• Pick up company mail in Columbia, Maryland at least once per week, sort incoming accounting and other business correspondence, and route time-sensitive items appropriately.
• Assist with accounting-related administrative projects, audits, reporting, and document preparation as assigned.
• Provide additional routine Accounting and Finance support as business needs and the position develop.

Human Resources & Employee Support

• Coordinate the new-hire process from offer acceptance through the employee's first day, including paperwork, communications, scheduling, required forms, and follow-up.
• Develop toward independently owning the administrative onboarding process, including conducting new-hire orientation after appropriate training.
• Prepare and route offer letters, terms and conditions, and other employment documents for approval.
• Maintain accurate and organized employee records, electronic files, trackers, and HR documentation.
• Process routine employee information changes and maintain information in HR and related systems.
• Support payroll-change reporting, timesheet administration, PTO reporting, benefits and open-enrollment follow-up, audits, and employment verifications.
• Coordinate employee starts and separations, including paperwork, calendars, system notifications, access and equipment coordination, and follow-up.
• Maintain employee information in SharePoint and other internal systems.
• Monitor routine HR communications, identify items requiring action, organize follow-up items, and help ensure administrative matters continue moving toward completion.
• Respond to routine employee questions involving established company processes, forms, systems, PTO, timesheets, and benefits.
• Recognize matters requiring HR judgment, policy interpretation, confidentiality, or management involvement and escalate them appropriately to the HR Director.

Business Operations & Administrative Support

• Support internal and external meetings, including scheduling, preparation of materials, logistics, coordination, and follow-up.
• Maintain recurring trackers, calendars, reports, shared files, and administrative processes.
• Monitor outstanding documents, approvals, signatures, and deadlines and follow up through completion.
• Assist with company events and employee activities.
• Support SharePoint, Unanet, and other company business systems as assigned.
• Assist with routine onboarding and offboarding coordination involving IT and employee accounts.
• Help organize incoming information and identify items requiring timely attention.
• Provide flexible administrative and operational support to Accounting, Human Resources, and company leadership as business needs arise.
• Identify opportunities to improve organization, documentation, and administrative workflows.

Confidentiality & Professional Judgement

• Maintain strict confidentiality and professional discretion regarding employee, payroll, financial, accounting, and other sensitive company information.
• Share confidential or sensitive information only with individuals who have a legitimate business need to know.
• Exercise sound judgment regarding what information is appropriate to discuss, with whom, and in what setting.
• Handle sensitive employee and company matters professionally and discreetly.

Minimum Required Qualifications: 

• Due to the nature of this position and the information that employees will be required to access; U.S. Citizenship is required.    
• At least 2 years of relevant professional experience in accounting/bookkeeping, HR administration, business administration, or a combination of these areas.
• High School Diploma is required.
• Required Security Clearance: None 
• Experience with basic accounting functions such as accounts payable, invoice processing, bookkeeping, or accounting data entry.
• Experience supporting HR or employee administration, such as onboarding, employee records, HRIS transactions, benefits administration, payroll support, or employee service.
• Exceptional organizational skills and attention to detail.
• Demonstrated initiative and ownership of assigned work, including the ability to use available information, established procedures, and sound judgment to resolve routine questions independently.
• When guidance is needed, ability to clearly identify the issue, explain what has already been reviewed, and bring forward a recommended next step or options for consideration.
• Ability to independently manage recurring responsibilities, deadlines, and follow-up.
• Ability to prioritize competing demands and keep work moving without continual oversight.
• Strong judgment and the ability to distinguish routine matters from issues requiring escalation.
• Strong written and verbal communication skills.
• Professional and personable when interacting with employees, candidates, vendors, and company leadership.
• Demonstrated professionalism and discretion when handling confidential employee, financial, and company information.
• Demonstrated sense of urgency and strong time-management skills, with the ability to recognize time-sensitive work, prioritize appropriately, and meet firm deadlines.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Experience with SharePoint, Unanet, TriNet or another HRIS/PEO, and accounting systems is preferred.
• Must reside within reasonable commuting distance of Columbia, Maryland and be available for scheduled in-person responsibilities.

What Success Looks Like

The successful Business Operations Coordinator will become a dependable resource to both Accounting and Human Resources - someone who understands recurring processes, maintains organized systems, monitors deadlines, follows up on outstanding items, and keeps administrative work moving without requiring continual direction.

Success in this role requires strong ownership and follow-through. The employee is expected to maintain responsibility for assigned work through completion, resolve routine issues independently when possible, and seek guidance when needed without transferring ownership of the task back to the manager.  The employee understands that certain responsibilities, including payroll, accounting, onboarding, and other operational processes, are deadline-driven and require timely follow-through.

Over time, the employee should be able to independently manage assigned Accounting, HR, and operational processes while recognizing when a matter requires the involvement of the Assistant Controller, HR Director, or other leadership.

Physical & Communication Requirements

• Work is primarily performed at a desk using a computer and other standard office equipment for extended periods.
• Regularly communicate and exchange information with employees, candidates, vendors, and company leadership, both verbally and in writing, including through in-person conversations, telephone/video meetings, email, and other business communications.
• Regularly use a computer, keyboard, telephone, and other standard office equipment.
• Occasionally stand, walk, bend, reach, and move throughout office and event spaces in connection with normal business responsibilities.
• Occasionally lift, carry, move, or organize items weighing up to 30 pounds, including mail, office supplies, employee materials, promotional items, packages, and event supplies.
• Support company meetings, employee events, and company-sponsored gatherings, which may involve event setup and breakdown, organizing and transporting materials and supplies, and periods of standing or walking.
• Perform local in-person responsibilities in Columbia, Maryland, including company mail pickup and other occasional office- or event-related activities.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Pay Range: There are a host of factors that can influence final salary including, but not limited to, geographic location, Federal Government contract labor categories and contract wage rates, relevant prior work experience, specific skills and competencies, education, and certifications. The Kenjya-Trusant Group offers competitive compensation, a flexible benefits package, career development opportunities that reflect its commitment to creating a diverse and supportive workplace. Benefits include, not all inclusive – Medical, Vision & Dental Insurance, Paid Time-Off, Company Paid Holidays, 401K, Personal Development & Learning Opportunities. 
  

The proposed hourly range for this position is: $27.00 - $31.00 per hour
 
Employment Type: Part Time, Non-Exempt 
  

THE KENJYA-TRUSANT GROUP, LLC is a Service-Disabled Veteran-Owned Small Business that was established in 2015 as a merger between The Kenjya Group, Inc. and Trusant Technologies, LLC. Our mission is to implement, support and protect the nation’s advanced technology systems, business processes and high-technology facilities. Working with the Department of Defense, Department of Homeland Security, the Intelligence Community, state and local governments, and commercial clients, Kenjya-Trusant provides cyber protection, information technology, engineering, construction management and acquisition support services.  
 
THE KENJYA-TRUSANT GROUP, LLC is an Equal Opportunity/Affirmative Action Employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis prohibited by applicable law. We strive to create a diverse, inclusive and respectful work culture that values all.