Posted on July 11, 2025
Business Operations Coordinator
North America (remote)
About Terentia
Terentia is a Toronto-based software company that empowers museums and cultural institutions through our next-generation platform. We support our cultural heritage clients in managing, preserving, and sharing their collections and digital assets in innovative ways. We’re looking for a Business Operations Coordinator to support key areas of our day-to-day operations.
About the role
As a Business Operations Coordinator, you’ll manage contracts, handle invoicing, support proposal development, and assist with early-stage sales coordination. You’ll work closely with the Sales team to ensure a smooth experience for both internal teams and potential clients.
This role is ideal if you thrive on process, enjoy working behind the scenes to support others, and feel comfortable stepping in to manage communication and follow-ups when needed. The position is also 100% remote.
Job responsibilities
Contract coordination
Maintain organized records of client and vendor contracts using Google Drive and HubSpot CRM
Track key contract milestones and coordinate reminders for renewals or upcoming deliverables
Assist with contract preparation and issuance, ensuring consistency with approved templates and policies
Coordinate signatures and store executed agreements
Invoicing support
Generate and send accurate invoices using QuickBooks, based on contract terms and billing cycles.
Work with internal teams to verify milestone completions or usage-based charges
Monitor outstanding invoices and support follow-up communication on late payments
Provide monthly billing and receivables summaries for internal review
Proposal development
Assist in drafting and formatting client proposals, scopes of work, and pricing documents
Maintain proposal templates and boilerplate language for consistency and efficiency
Coordinate responses to RFPs and assist with collecting internal input
Junior sales support
Monitor and respond to inbound demo requests and inquiries from the website or email
Log and route qualified leads into HubSpot, and schedule introductory meetings as needed
Assist with light follow-up communication to prospects after conferences or webinars (e.g., "thanks for visiting our booth" emails)
Maintain accurate lead records and update statuses in the CRM
Must-haves
2+ years of experience in business operations, administration, or sales support
Organized and reliable, with strong attention to detail
Experience with HubSpot, QuickBooks, and Google Workspace
Clear written and verbal communication skills
Comfortable managing multiple workstreams independently in a remote environment
Nice-to-haves
Experience in digital asset management (DAM), collections management, or related software industries
Familiarity with cultural institutions, such as museums, libraries, archives, or nonprofits
Previous experience in a SaaS company or tech-enabled service environment
Exposure to software proposals, contracts, and/or B2B invoicing
An interest in event follow-ups or CRM-based lead tracking
Equal opportunity
Terentia is an equal opportunity employer. That means, we’re committed to providing an inclusive workplace where everyone feels welcome, respected, and valued. We encourage applications from all qualified candidates, including those from underrepresented communities. We do not discriminate based on race, ethnicity, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or any other status protected by applicable laws.
How to apply
Interested in joining Terentia? Please submit your resume and a note about why you’d be a great fit to careers@terentia.io with the subject line “Business Operations Coordinator - [Your Name].”
We will only consider applications submitted by email. Thanks for your understanding!
