Business Operations Coordinator in Richmond, Virginia at McKinney Regulatory Science Advisors LLC

About McKinney Regulatory Science Advisors

McKinney Regulatory Science Advisors (MRSA) helps clients thrive in a regulated environment by providing regulatory, scientific and stakeholder engagement leadership. We are passionate about guiding companies of all sizes successfully through every step of a complex regulatory process.

McKinney Regulatory Science Advisors, we’re not just shaping the future of nicotine product testing — we’re building a workplace where talented professionals thrive. We offer competitive compensation and a comprehensive benefits package that includes medical, dental and vision.

To learn more, please visit our company website: https://mckinneyrsa.com/

Position Overview

The Business Operations Coordinator supports the Associate Director of Client Engagement by maintaining accurate client records, coordinating proposal and agreement workflows, managing CRM data, and supporting operational processes that improve efficiency across the organization.

This is a highly detail-oriented, systems-focused role. The ideal candidate is comfortable working in CRM platforms, supporting workflows and automations, maintaining accurate data, tracking document status, and identifying opportunities to improve processes.

The primary focus of this position is on CRM administration, proposal coordination, workflow management, business process improvement, and maintaining organized, efficient internal operations. While the role includes occasional administrative responsibilities, it is designed to support business operations through strong systems management, process execution, and data integrity.

Essential Duties and Responsibilities

CRM, Workflow & Data Management

• Analyze existing workflows and recommend improvements that increase efficiency, data accuracy, and consistency across client engagement processes.
• Maintain and update HubSpot CRM records, including contacts, companies, deals, notes, tasks, and related activity tracking
• Clean outdated, incomplete, duplicate, or inaccurate CRM records.
• Support HubSpot organization, including lists, deal stages, task tracking, follow-up workflows, and basic automation support
• Help maintain and improve CRM workflows to support lead tracking, NDA/CSA tracking, proposal follow-up, and client engagement processes.
• Ensure CRM data is accurate, complete, and consistently maintained.
• Assist with CRM-based tracking reports for client engagement activities.

Proposal & Business Documentation Support

• Assist, as appropriate, with preparation and drafting support for client proposals, including formatting, assembling standard language, updating templates, and organizing required proposal sections.
• Support proposal tracking from draft stage through internal review, approval, issuance, follow-up, and execution.
• Assist with preparation, organization, and tracking of NDAs, CSAs, proposals, and related business documents.
• Track document status from preparation through execution.
• Ensure proper naming, storage, version control, and internal routing of documents.
• Support PandaDoc document management, including templates, uploads, status tracking, executed document organization, and workflow improvement.

Internal Operations & Process Support

• Maintain internal trackers related to leads, agreements, proposals, follow-ups, and client engagement workflows.
• Support process documentation and help ensure internal steps are followed consistently.
• Assist with organizing shared resources, internal folders, templates, and reference materials.
• Help identify opportunities to streamline internal workflows, reduce manual tracking, improve handoffs, and increase system accuracy.
• Support implementation of simple process improvements, automations, templates, checklists, and tracking tools.

Qualifications

• Bachelor’s degree in Business, Communications, Marketing, Operations, Information Systems, or related field preferred
• 1–3 years of experience in CRM administration, sales operations, business operations, project coordination, proposal coordination, or data/document management preferred
• Hands-on experience with HubSpot, Salesforce, Zoho, Monday.com, Airtable, Asana, ClickUp, Wrike, or another CRM/project tracking platform strongly preferred
• Experience using or supporting workflows, automations, task tracking, templates, or structured business processes preferred
• Experience maintaining accurate records, cleaning data, tracking workflows, or managing document status
• Experience supporting proposals, business documentation, templates, or agreement workflows preferred
• Strong attention to detail and ability to follow, maintain, and improve structured processes
• Comfortable learning new digital platforms and improving system organization
• Strong written communication skills and ability to format and organize business documentation clearly
• Ability to manage multiple priorities while maintaining accurate documentation

Preferred Skills

• HubSpot CRM experience
• PandaDoc or similar document workflow platform experience
• CRM workflows, task automation, and data hygiene
• Systems thinking and process improvement
• Proposal formatting, template management, or proposal coordination
• Document tracking and version control
• Process documentation, checklists, and workflow mapping
• Internal reporting and status tracking

The above statements are intended to describe the general nature of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified.

We believe in transparent compensation practices. The expected salary range for this position is $58,000.00 – $72,000.00 per year. Starting pay will be based on the candidate's qualifications, experience, and the requirements of the role.

Application Process

McKinney Regulatory Science Advisors is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. McKinney Regulatory Science Advisors does not discriminate in hiring or employment practices based on race, color, religion, gender, age, sexual orientation, marital or familial status, national origin, non-job-related disability, or status as a veteran.

If you are looking to make an impact in a dynamic and visionary company, we invite you to apply for this opportunity at McKinney Regulatory Science Advisors.