Operations Administrator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee project administration from the initial intake and setup to ongoing maintenance and closure assistance.

• Evaluate project setup requests to ensure completeness and accuracy; assist with conflict-check processes and adhere to client, billing, rate, budget, reference, and documentation standards.

• Develop, modify, and maintain project, client, contact, billing, and related operational records within NetSuite and other company platforms.

• Establish and uphold standardized project folder structures in Egnyte and provide support to engineers regarding file management queries or challenges.

• Review, authorize, decline, and monitor time entries and expense claims; follow up on any missing or incomplete submissions.

• Conduct billing-readiness assessments and assist in resolving administrative issues that may hinder invoicing, reporting, or project advancement.

• Maintain operational trackers, recurring controls, project documentation, and support materials; investigate historical records and rectify data discrepancies.

• Act as a primary operational and administrative resource for engineers via email, Microsoft Teams, phone, and screen-sharing sessions.

• Provide initial troubleshooting assistance for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and similar processes; escalate technical issues as necessary.

• Manage and direct project intake inquiries from clients, insurance firms, attorneys, and other external stakeholders.

• Collaborate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal departments to resolve project and process challenges.

• Inspect project details, system entries, and documentation for accuracy, completeness, and compliance.

• Address routine issues independently and escalate any unusual, uncertain, high-risk, disputed, or policy-related concerns to management.

• Provide formatting reviews of reports and other project documents upon request.

• Train new engineers and Operations Administrators on time entry, project administration, expense reimbursement, file management, systems, and company procedures.

• Share best practices, cross-train team members, review work for precision, and offer guidance.

• Maintain and enhance templates, OneNote resources, training materials, knowledge bases, and process documentation.

• Assist in the implementation of new procedures, systems, workflows, client programs, rate adjustments, and operational initiatives.

• Identify opportunities for enhancing efficiency, quality, and consistency.

• Provide administrative assistance during disaster response situations and work additional hours when business demands arise.

• Undertake additional responsibilities and special projects as assigned.

⛳️ Requirements

• High school diploma or equivalent is mandatory; an associate degree or higher is preferred.

• A minimum of 3 years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or a related field.

• Industry experience is strongly preferred, particularly in engineering consulting, insurance, claims administration, legal support, or professional services.

• Familiarity with insurance and legal-service terminology, such as insured, insurance carrier, independent adjuster, insurance claim, deposition, and testimony, is preferred.

• Proficient in Microsoft Office applications and Adobe Acrobat.

• Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is advantageous.

• Excellent organizational and time-management abilities with the capacity to prioritize competing requests, manage interruptions, and meet deadlines in a dynamic environment.

• Exceptional attention to detail and a commitment to data accuracy, quality control, and consistent process execution.

• Strong customer service focus along with professional written, verbal, telephone, and virtual communication skills.

• Critical-thinking, problem-solving, and research skills, including the ability to interpret incomplete information and resolve discrepancies.

• Resourcefulness and sound judgment, with the ability to identify uncertainty or risk and escalate issues appropriately.

• Technical proficiency and the ability to learn, navigate, and troubleshoot various business systems and evolving processes.

• Adaptability and a process-improvement mindset when supporting changes in organizational, system, or procedural practices.

🏝️ Benefits

• Employee-centered culture.

• Strong dedication to work-life balance.

• Remote work opportunities.

• Flexible vacation and paid holidays.

• Paid family care and sick leave.

• Parental leave.

• Medical, Dental, Vision, and more.

• 401k with matching contributions.

• Opportunities for career growth.

• Competitive salary packages.