Commercial Operations Coordinator

Location: Naperville, Illinois
Employment Type: Full-Time

Role Overview

CONNEQT Health is seeking an experienced Commercial Operations Coordinator to own the administrative execution of our customer commercial lifecycle, from a customer’s decision to purchase through supplier approval, purchase order, invoicing and ultimately cash collection.

This is a hands-on role for an experienced commercial operations professional who knows how to navigate the administrative complexity of selling into hospitals, health systems, universities, research institutions, government organizations and other institutional customers.

A major focus of the role is customer supplier onboarding and procurement. This includes completing vendor registrations, managing customer procurement portals, maintaining government registrations including SAM.gov, providing required corporate and financial documentation, coordinating purchase orders and resolving administrative issues that can delay an order.

The role also owns day-to-day customer invoicing and accounts receivable follow-up, ensuring invoices are issued correctly, submitted through the appropriate systems and actively followed through to payment.

The ideal candidate is highly organized, persistent and comfortable taking ownership of a process until it is complete.

Why This Role Matters

Winning a customer does not automatically translate into an order or cash.

Institutional customers often require supplier registration, tax and banking documentation, insurance certificates, compliance questionnaires, government registrations, procurement approvals and purchase orders before they can transact with CONNEQT. Once an invoice is issued, payment may depend on navigating another series of customer-specific requirements.

The Commercial Operations Coordinator owns this administrative path.

The objective is simple: make it easy for customers to buy from CONNEQT and ensure CONNEQT gets paid.

Strong execution in this role reduces friction for customers, shortens the time from commercial commitment to payment, improves cash collection and allows our commercial team to spend more time developing and supporting customers.

As CONNEQT grows, this person will also help turn these activities into standardized, measurable and increasingly automated processes.

Core Responsibilities

Customer Supplier Onboarding & Procurement

Own supplier and vendor onboarding with CONNEQT customers from initiation through approval.

Responsibilities include:

• Complete customer supplier and vendor registrations and qualification processes
• Manage registrations through customer procurement and supplier portals
• Provide W-9s, banking information, insurance certificates and other required corporate documentation
• Complete and coordinate compliance questionnaires and supplier information requests
• Maintain required government registrations, including SAM.gov
• Support federal, state and local government procurement requirements
• Coordinate customer purchase order requirements and follow up on outstanding POs
• Maintain accurate records of customer-specific procurement and invoicing requirements
• Work directly with customer procurement teams to resolve incomplete or rejected registrations
• Proactively track outstanding requirements and follow up until CONNEQT is approved to transact

Work closely with Sales and Customer Success to begin onboarding early enough that administrative requirements do not delay customer orders.

Customer Invoicing & Accounts Receivable

Own the operational process from invoice generation through collection.

Responsibilities include:

• Prepare and issue accurate customer invoices
• Ensure invoices contain the correct customer, billing and purchase order information
• Submit invoices through customer accounts payable and procurement portals where required
• Maintain accurate invoice and payment records in Xero
• Monitor accounts receivable and invoice aging
• Proactively follow up with customers regarding outstanding invoices
• Confirm invoice receipt, approval status and expected payment dates
• Investigate rejected, delayed or disputed invoices
• Resolve PO, billing, procurement or administrative issues preventing payment
• Maintain clear records of collection activity and customer commitments
• Escalate overdue or disputed receivables when appropriate
• Provide management with clear visibility into outstanding receivables and collection status

The objective is not simply to send payment reminders. It is to understand why an invoice has not been paid and drive the issue through resolution.

Commercial Systems & Order Administration

Maintain accurate commercial records and support the operational handoff between Sales, Customer Success and Finance.

Responsibilities include:

• Maintain accurate customer, company and commercial records in HubSpot
• Ensure customer, order, invoice and payment information is accurately reflected across HubSpot and Xero
• Coordinate customer purchase orders and supporting documentation
• Maintain customer procurement and billing requirements
• Support contract and commercial document administration
• Track customer onboarding and procurement status
• Maintain documentation required for future customer transactions and renewals
• Identify missing information or process gaps that could delay fulfillment or payment
• Support accurate handoffs between Sales, Customer Success, Operations and Finance

Accounts Payable & Vendor Administration

Support CONNEQT’s own supplier and finance administration as required.

Responsibilities include:

• Process supplier invoices in Xero
• Maintain accurate vendor records
• Coordinate supplier onboarding documentation
• Support payment preparation and banking administration
• Resolve vendor invoice discrepancies
• Maintain appropriate supporting documentation
• Coordinate routine purchasing and company supplies
• Liaise with suppliers regarding routine administrative and payment matters

General Business Administration

Provide support for selected administrative requirements across the organization as needed.

This may include:

• Banking and payment administration
• Corporate and administrative records
• Insurance and compliance documentation
• Employee onboarding and routine HR administration
• Coordination with external service providers
• Company purchasing and supplies
• Other recurring administrative processes

These activities support the primary commercial operations mandate rather than define the role.

Process Improvement & Automation

This role is expected not only to execute existing processes, but to improve them.

The Commercial Operations Coordinator will help develop standardized processes, templates, dashboards and automation that:

• Accelerate customer supplier onboarding
• Create a reusable library of frequently requested supplier documentation
• Improve visibility into procurement and PO status
• Reduce invoice errors and delays
• Improve accounts receivable and aging visibility
• Automate routine collection and follow-up activities
• Improve synchronization and workflows between HubSpot and Xero
• Reduce manual data entry
• Improve handoffs between Sales, Customer Success, Operations and Finance
• Establish consistent commercial operations metrics and reporting

The goal is to build a commercial operations infrastructure that can support substantially greater customer volume without administrative effort increasing at the same rate.

Key Competencies

• Exceptional organization and attention to detail
• Persistent follow-through and a strong sense of ownership
• Comfortable communicating directly with procurement, accounts payable and government organizations
• Able to manage multiple customer onboarding and payment workflows simultaneously
• Able to identify why a process is stalled and determine what action will move it forward
• Strong written and verbal communication skills
• Comfortable working with financial and commercially sensitive information
• Strong record-keeping and documentation habits
• Able to work independently and prioritize competing requirements
• Process-oriented, with an instinct for standardization and automation
• Comfortable working across Sales, Customer Success, Finance and Operations
• Willing to personally execute the work rather than simply coordinate others

Essential Skills & Experience

• 5–8 years of relevant professional experience in commercial operations, sales operations, customer operations, accounts receivable, procurement administration, finance operations or a related function
• Demonstrated experience managing customer supplier/vendor onboarding
• Experience working with institutional procurement processes, ideally involving hospitals, health systems, universities, research institutions or government organizations
• Demonstrated experience with government procurement and SAM.gov entity registration and maintenance
• Working knowledge of purchase orders, procurement workflows and customer purchasing portals
• Hands-on experience with customer invoicing, accounts receivable and collections
• Demonstrated proficiency with HubSpot CRM
• Demonstrated proficiency with Xero
• Strong Microsoft Excel skills
• Experience maintaining accurate financial and commercial records across multiple systems
• Demonstrated ability to independently own administrative processes from initiation through completion

Education

• Bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management or a related field preferred
• An equivalent combination of education and relevant professional experience will also be considered

Practical experience successfully navigating customer procurement, invoicing and collections is more important to this role than a specific academic credential.

Preferred Qualifications & Certifications

The following are beneficial but not required:

• Xero Advisor Certification or demonstrated advanced Xero proficiency
• HubSpot certifications relevant to CRM or Sales Hub
• Experience with federal, state or local government contracting and procurement
• Familiarity with UEI, CAGE and other federal supplier registration requirements
• CPSM or another recognized procurement or supply management certification
• Experience working in medical devices, healthcare technology, life sciences or another regulated industry
• Experience improving or automating commercial and financial workflows

No professional certification is required. Demonstrated operational experience will be weighted more heavily than certification alone.

Compensation

This is a full-time role based in Naperville, Illinois.

Salary Range: $75,000–$90,000, commensurate with experience and demonstrated proficiency across institutional and government procurement, customer supplier onboarding, accounts receivable, HubSpot and Xero.

CONNEQT Health offers a competitive benefits package and the opportunity to play a meaningful role in building the commercial infrastructure of a growing healthcare technology company.

Who This Role Is Ideal For

This role is well suited for an experienced operator who enjoys getting things across the finish line.

The right person notices that a customer has decided to purchase but CONNEQT has not yet been approved in their procurement system. They determine what is missing, complete the registration, obtain the necessary documentation, follow up until approval, confirm the purchase order has been issued, ensure the invoice reaches the correct accounts payable system, and continue following the transaction until payment is received.

They do not consider a task complete because a form was submitted or an email was sent.

They are equally comfortable navigating a customer procurement portal, maintaining a SAM.gov registration, reconciling information between HubSpot and Xero, calling an AP department about an overdue invoice, and improving the workflow so the same problem does not happen again.

The right person connects commercial activity to cash and takes ownership of everything required in between.