Business Coordinator
Department: Administrative
Reports To: Chief of Staff
Position Summary
The Business Coordinator is a highly organized, detail-oriented role responsible for the accurate and timely administration of Miracle Flights’ recurring financial, contractual, compliance, insurance, and business operations.
Reporting directly to the Chief of Staff, this role serves as the day-to-day administrative resource for bookkeeping, banking, contracts and renewals, annual state registrations, insurance administration, benefits administration support, business records, and daily organizational mail.
The Business Coordinator works closely with Miracle Flights’ finance team for technical accounting direction and partners across all divisions to ensure critical business requirements, documentation, and deadlines are proactively managed. The ideal candidate is exceptionally organized, accurate, proactive, deadline-driven, and comfortable managing multiple recurring business responsibilities.
Key Responsibilities
Bookkeeping, Banking & Financial Administration
- Perform day-to-day bookkeeping responsibilities in accordance with processes established by Miracle Flights’ fractional CFOs.
- Maintain accurate and complete financial documentation and records.
- Process and organize invoices, receipts, expenses, and supporting documentation.
- Support account coding and financial documentation requirements as directed.
- Coordinate routine banking activities and deposits.
- Maintain appropriate banking documentation and records.
- Support reconciliations as directed by the fractional CFOs.
- Respond timely to financial information and documentation requests.
- Support monthly financial close requirements.
- Prepare and organize documentation for audits and financial reviews.
- Maintain financial records in an organized and audit-ready manner.
- Identify missing documentation, discrepancies, or unresolved matters and escalate promptly.
- Follow established financial controls, approval requirements, and procedures.
The fractional CFOs provide professional accounting oversight, financial reporting, accounting standards, controls, and technical financial direction. The Business Operations Coordinator is responsible for accurate and timely administrative execution.
Contract Management
- Maintain a complete centralized repository of Miracle Flights’ organizational contracts.
- Maintain a master contract calendar.
- Track contract start dates, expiration dates, renewal dates, and required notice periods.
- Proactively notify responsible leaders of upcoming renewal, termination, and review deadlines.
- Route contracts for appropriate internal and external review.
- Coordinate legal review when required.
- Track approvals and coordinate signatures.
- Maintain final executed agreements and supporting documentation.
- Track insurance, reporting, or other administrative requirements contained within agreements.
- Help prevent unintended renewals, lapses, and missed notice periods.
The Business Operations Coordinator owns the administrative process. The appropriate Chief or functional leader owns the relationship, vendor performance, and business decision.
Compliance & State Registrations
- Maintain the centralized calendar for assigned organizational filings, registrations, and renewals.
- Coordinate annual state charitable registrations.
- Coordinate recurring state and business registrations as assigned.
- Track filing and renewal deadlines.
- Gather required information and supporting documentation.
- Coordinate submissions with appropriate professional advisors when necessary.
- Maintain confirmation and evidence of completed filings.
- Maintain organized compliance and registration records.
- Proactively identify upcoming requirements and escalate missing information or potential delays.
- Support required annual business audit and additional reviews as requested.
Professional legal, accounting, tax, HR, and regulatory determinations remain with the appropriate professional advisors and organizational leaders.
Insurance & Benefits Administration
- Maintain centralized organizational insurance records and renewal calendars.
- Track policy effective and expiration dates.
- Coordinate certificates of insurance.
- Support broker documentation and information requests.
- Coordinate renewal applications and supporting documentation.
- Maintain insurance invoices, policies, and records.
- Track insurance requirements associated with organizational contracts.
- Route coverage and risk decisions to appropriate organizational leadership.
- Support benefits renewal calendars, administrative documentation, broker requests, invoices, and business records.
The Chief of Staff retains responsibility for benefits strategy, employee experience, and HR implications. The Coordinator provides administrative support.
Business Administration & Records
- Manage and appropriately route daily organizational mail.
- Identify and promptly route time-sensitive correspondence.
- Maintain centralized business and administrative records.
- Maintain recurring business calendars and deadlines.
- Coordinate routine business documentation.
- Maintain consistent and organized file-management practices.
- Ensure authorized individuals can readily access necessary business records.
- Maintain documentation in a manner that supports audits, reviews, renewals, and organizational continuity.
- Reduce organizational dependency on information being maintained by any single individual.
- Maintain appropriate confidentiality and information security.
Fractional CFO & Cross-Divisional Coordination
- Work directly with Miracle Flights’ fractional CFOs regarding routine bookkeeping and financial administration requirements.
- Provide requested documentation and information in a timely manner.
- Complete assigned bookkeeping processes and support financial close requirements.
- Maintain agreed-upon financial workflows and deadlines.
- Work collaboratively with the CEO, Chief of Staff, Director of the Office of the CEO, Chiefs, and external professional partners.
- Support divisions with centralized contract, insurance, registration, and business-administration processes.
- Proactively communicate upcoming deadlines, missing information, or matters requiring leadership attention.
- Maintain clear accountability and disciplined follow-through across assigned responsibilities.
Required Education & Experience
- Associate’s or bachelor’s degree preferred or equivalent professional experience.
- 3+ years of bookkeeping, business administration, finance administration, operations, or transferable experience preferred.
- Demonstrated experience with bookkeeping and financial recordkeeping.
- Experience working with accounting systems and financial documentation.
- Experience managing contracts, renewals, compliance calendars, insurance, or similar recurring business requirements preferred.
- Strong proficiency with Microsoft Office and business technology.
- Experience working with external accountants, CFOs, auditors, brokers, or professional service providers preferred.
- Nonprofit experience preferred but not required.
Key Competencies
- Exceptional organization and attention to detail.
- High degree of accuracy and reliability.
- Strong deadline management and disciplined follow-through.
- Proactive with the ability to anticipate recurring requirements.
- Strong bookkeeping and financial-administration skills.
- Ability to manage multiple priorities and recurring deadlines.
- Strong record-management and documentation skills.
- Self-starter with initiative and strong problem-solving skills.
- Clear and professional written and verbal communication.
- Collaborative team player who works effectively across departments and stakeholder groups.
- High degree of discretion and confidentiality.
- Comfortable working with financial and sensitive organizational information.
- Strong sense of ownership and accountability.
- Passion for Miracle Flights’ mission and impact.
Salary: Compensation range $50,000-$70,000 annually, commensurate with experience.
An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, any contractual agreements, and business or organizational needs. The range listed is just one component of Miracle Flights’ total compensation package for employees.
What we Offer
- Comprehensive benefits package, including medical, dental and vision coverage.
- Generous PTO, because we know rest fuels purpose.
- A front row seat to life changing moments: every day you’ll help a child reach the care they need to survive and thrive.
- On-site and virtual work opportunities that support how our team operates best.
- A collaborative team where the mission isn’t just on the wall, it’s in the work every day.
- Meaningful community connections that extend beyond the office: donor events, partner activations, and opportunities that connect you to the heart of our mission.
Miracle Flights is proud to be an equal opportunity employer and believes in diversity, equity, and inclusion. We seek applications from all qualified candidates without regard to race, color, gender, sex, age, religion, physical or mental disability, military and veteran status, or any other basis protected by federal, state or local law.
About Miracle Flights
For 41 years, Miracle Flights has provided free commercial air travel for children ages 0–17 who need specialized medical care far from home. Through financial-need eligibility, we connect families with board-certified medical providers and accredited treatment facilities across the United States. Since 1985, Miracle Flights has covered more than 100 million miles helping families reach the care they need.
Please submit your resume along with a thoughtful cover letter outlining your interest and qualifications to [email protected]
