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Business Operations Coordinator

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Location: Victoria, BC Posting Close date: Sept 15, 2026

Purpose

The Business Operations Coordinator plays a central role in supporting the operational and commercial success of Agilyx North America. This role enables the sales team to focus on winning business by coordinating bid responses, maintaining sales operations, organizing marketing initiatives, and ensuring the efficient day-to-day operation of the Victoria office.

Working across Sales, Marketing, Consulting and Corporate Services, the Business Operations Coordinator brings organization, structure and continuous improvement to many of Agilyx's core business processes. Success in this role requires exceptional organizational skills, strong written communication, attention to detail, and the ability to manage multiple priorities in a fast-paced SaaS environment.

Key Responsibilities

Sales Operations & Commercial Support

Support the North American sales team by improving efficiency, maintaining high-quality sales data, and coordinating commercial activities.

Responsibilities include:

• Coordinate and manage the end-to-end RFP, RFQ and proposal response process.
• Monitor procurement portals and identify new bid opportunities.
• Prepare proposal responses using established templates and response libraries.
• Coordinate input from sales, consulting, finance, product management and executive leadership.
• Ensure proposals are accurate, compliant and submitted on time.
• Maintain and continually improve the bid response knowledge base and document library.
• Maintain CRM data integrity, opportunity records and pipeline accuracy.
• Assist with sales forecasting, pipeline reporting and sales dashboards.
• Maintain pricing tools, commercial templates and proposal documentation.
• Produce regular sales reports and provide insights to support management decision-making.
• Identify opportunities to improve sales processes through automation and documentation.
• Coordinate post-bid reviews and capture lessons learned.

Marketing & Industry Events

Coordinate marketing activities that support lead generation and customer engagement.

Responsibilities include:

• Coordinate Agilyx participation in conferences, trade shows and industry events.
• Manage registrations, booth logistics, shipping and promotional materials.
• Coordinate customer meetings and executive schedules during conferences.
• Maintain customer and prospect mailing lists.
• Support webinars, customer events and regional marketing campaigns.
• Coordinate branded merchandise and marketing collateral.
• Assist with website updates, customer success stories and social media content.
• Work closely with external marketing partners to execute campaigns.

Business Operations

Provide operational support that keeps the Victoria office running efficiently.

Responsibilities include:

• Coordinate day-to-day office administration.
• Manage office supplies and vendor relationships.
• Coordinate facilities maintenance and office improvements.
• Organize shipping, courier services and incoming deliveries.
• Maintain SharePoint document libraries and company templates.
• Coordinate travel bookings and accommodation.
• Support company insurance renewals and corporate administration.
• Coordinate IT equipment requests with technical teams.
• Assist with contract administration and document management.
• Maintain operational procedures and internal documentation.

Employee Experience & HR Coordination

Support employee engagement and administrative HR activities.

Responsibilities include:

• Coordinate employee onboarding activities.
• Prepare workspaces and equipment for new employees.
• Maintain BambooHR employee records.
• Coordinate recruitment scheduling and candidate interviews.
• Assist with employee offboarding.
• Organize company meetings, celebrations and team events.
• Coordinate employee recognition activities, gifts and service awards.
• Support internal communications and company announcements.
• Maintain training records and policy acknowledgements.

Executive & Corporate Support

Provide administrative support across the North American leadership team.

Responsibilities include:

• Coordinate leadership meetings and agendas.
• Assist with board and management meeting logistics.
• Prepare presentations and supporting documentation.
• Coordinate customer visits and executive travel.
• Support special projects and strategic initiatives.
• Assist with policy, procedure and process documentation.
• Perform additional administrative and operational duties as required.

Accountabilities

The Business Operations Coordinator will be accountable for:

• Delivering accurate and timely proposal submissions.
• Maintaining high-quality CRM and sales data.
• Supporting efficient sales and marketing operations.
• Coordinating successful conferences and corporate events.
• Ensuring the smooth operation of the Victoria office.
• Improving business processes through documentation, standardization and automation.
• Building positive relationships across all departments.
• Maintaining confidentiality when handling sensitive commercial and employee information.

Demonstrated Professional Experience

• 3+ years' experience in business operations, sales operations, office management, bid coordination or project coordination.
• Experience coordinating RFP, RFQ or proposal responses is highly desirable.
• Strong administrative and project coordination skills.
• Experience organizing conferences, events or marketing activities.
• Experience maintaining CRM systems such as Salesforce.
• Advanced Microsoft Office skills, particularly Word, Excel and PowerPoint.
• Experience working within a SaaS or technology company is an asset.
• Experience with SharePoint, BambooHR or similar business systems is desirable.

Competencies & Behaviours

The successful candidate will be:

• Exceptionally organized.
• Highly detail-oriented.
• An excellent written communicator.
• Able to manage multiple competing priorities.
• Proactive and self-motivated.
• Comfortable working independently.
• Collaborative and approachable.
• Customer-focused.
• Process-oriented with a continuous improvement mindset.
• Professional and trustworthy when handling confidential information.
• Calm under pressure and able to meet tight deadlines.

Location

This role will work out of our Victoria office with occasional remote work available.