Business Operations Coordinator

Job Family: Administrative Assistant

City/State: Colorado Springs, CO USA

Type and Schedule: Full-Time, Salary/Exempt, on-site with limited remote work flexibility.

Annualized Salary Range: $80,000.00 - $95,000.00 commensurate with experience.

Position Description:

Caliola Engineering is seeking a Business Operations Coordinator who brings energy into a room, sees what needs to be done, and jumps in with a genuine help-first attitude. This role is at the heart of the employee and workplace experience, helping create an environment that feels welcoming, organized, upbeat, and unmistakably Caliola. We are looking for someone who takes pride in making things better, whether that means anticipating a need, solving a problem, creating a memorable employee experience, or simply making sure the workplace is ready for the day ahead. The right person is positive, resourceful, highly organized, and naturally dependable, with the judgment and initiative to keep things moving without waiting to be asked. If you love helping people, creating order, bringing great energy to a team, and being the person others can count on, this could be an incredibly rewarding role.

Essential Responsibilities:

Workplace Operations

• Coordinate office needs, shared spaces, vendors, mail, deliveries, service requests, meetings, and company events.
• Support a professional and welcoming workplace by managing visitor logistics, conference room readiness, celebrations, and other employee experience activities.

Business Administration

• Coordinate scheduling, travel, expenses, meetings, document preparation, correspondence, and recurring operational tasks.
• Provide reliable support to leaders and teams while independently managing assigned priorities.

Workplace Experience

• Coordinate company events, meetings, meals, celebrations, and office setup to ensure spaces are prepared and ready.
• Maintain shared spaces, including conference rooms, kitchens, and break areas, so the workplace remains organized, stocked, clean, and welcoming.

HR Support

• Support onboarding, offboarding, personnel files, training records, benefits documentation, and recurring HR processes.
• Maintain confidential information and ensure required records and documentation are complete and current.

Data Management

• Maintain accurate information in trackers, spreadsheets, forms, and company business systems.
• Review records for completeness, consistency, and accuracy, and correct discrepancies as appropriate.
• Apply consistent naming, filing, formatting, version control, and retention practices.

What We Require:

• Bachelor's degree in Business Administration, Human Resources, Organizational Management, Communications, or a related field preferred.
• Minimum of three years of full time, professional experience in business operations, administration, office coordination, executive support, marketing coordination, Human Resources support, or a related role.
• Demonstrated ability to independently manage recurring responsibilities, deadlines, schedules, and administrative workflows while balancing competing priorities and following work through completion.
• Strong written, organizational, and technical skills, including proficiency with Microsoft Office, careful proofreading and document formatting, accurate recordkeeping, and the ability to learn new systems quickly.
• Ability to collaborate effectively across functions, communicate professionally with employees, leaders, visitors, and vendors, handle confidential information appropriately, and work on-site in Colorado Springs.
• Ability to obtain and maintain a U.S. Government Secret security clearance.

What We Value:

• Active or recently held U.S. Secret security clearance.
• Background supporting office operations or a front desk in a professional environment.
• Familiarity with HR administration, including onboarding, employee records, benefits materials, or training coordination.
• Proven ability to coordinate meetings, travel, company events, vendors, and employee activities.
• Trusted handling of sensitive and confidential information.
• Comfortable working in a fast-growing organization with shifting priorities and evolving needs.
• Exposure to Department of Defense, aerospace, defense, government contracting, engineering, or technology environments.

Minimum Physical Requirements:

• Must possess strong written and verbal English communication skills, with the ability to communicate clearly and professionally with employees, leaders, vendors, and other stakeholders.
• Must be able to navigate a standard office environment, including prolonged periods at a desk and frequent use of computers, screens, phones, and digital communication tools.
• Ability to maintain sustained focus, organization, and attention to detail while managing records, coordinating deadlines, preparing documents, and working across multiple systems and business priorities.
• Must be able to periodically move throughout the office to support meetings, events, visitors, and day-to-day operations. Requires the occasional ability to lift, move, and set up office supplies, packages, and equipment weighing up to 20 pounds.

Please contact Human Resources with questions about ADA accommodations.

More About Us:

Our performance has driven rapid growth and national recognition, being named twice to the Deloitte Technology Fast 500™ and inclusion on the 2026 Inc. 5000 list of America's fastest-growing private companies. We have also been recognized as a Colorado Company to Watch, a ColoradoBiz Top Company in Aerospace & Defense, and the #2 Gazette's Best Workplace (medium size) in 2025.

Headquartered in Colorado Springs, CO, we operate in a leading aerospace and defense hub with proximity to major military installations. Set against the Rocky Mountains, the region offers year-round outdoor recreation and a high quality of life for professionals and families considering relocation.

As a part of our selection process, we ask all applicants to complete a short, 10-12-minute survey from Culture Index. This is a survey, not a test; no passing or failing. The purpose of this survey is to identify your unique strengths as they relate to our open positions. Please copy and paste the following link into a separate browser window to complete:

Expression of Interest: By applying to this job, you are expressing interest in this position and could be considered for other career opportunities at Caliola Engineering. Should a match be identified between your skillset and Caliola's requirements for this or a future opening, you may be contacted.

The posted salary range represents our good faith estimate for this role based on current organizational needs and the qualifications reasonably expected for the position. Final compensation will be determined based on factors such as experience, skills, education, clearance status, and business needs.

This position will remain open until filled, and applications will be reviewed on a continuous basis.