Administrative Operations Coordinator

The Middlesex Corporation; Littleton (MA); On-site; USD 50,000 - 80,000; Full time

Benefits offered by this job

Benefits package

Job summary

The Middlesex Corporation in Littleton, MA is seeking an Administrative Operations Coordinator to support Administration and Information Technology, overseeing corporate travel and events, contract and vendor administration, purchasing and billing, and reporting to improve organizational efficiency.

This role also manages procurement, asset tracking, project scheduling, and documentation across departments, with a focus on ensuring accurate invoicing and coordinated vendor relations.

Qualifications

• Three to five years of experience in administration, operations, project coordination, or office management.
• Strong organizational, analytical, and communication skills.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
• Experience with ERP software, corporate travel management systems, expense management platforms, contract management systems, and purchasing applications preferred.

Responsibilities

• Maintain vendor contracts, agreements, renewals, and related documentation.
• Manage contract renewal calendars and ensure timely execution of renewals.
• Upload and maintain contracts within the company’s contract management system.
• Coordinate with vendors regarding renewals, billing inquiries, service changes, and contract administration.
• Assist with evaluating vendor utilization and maintaining records of services provided across departments.
• Create purchase orders and process invoices.
• Review invoices for accuracy and proper coding before submission for payment.
• Perform credit card coding and reconciliation for assigned corporate accounts.
• Research and resolve vendor payment discrepancies and billing issues.
• Track departmental expenditures and assist with budget monitoring and reporting.
• Coordinate with Accounts Payable to ensure timely invoice processing and payment.
• Coordinate administrative functions supporting Information Technology operations and projects.
• Maintain technology inventory records, asset tracking, equipment lifecycle schedules, and replacement programs.
• Coordinate hardware orders, equipment deployments, recycling efforts, and inventory replenishment.
• Assist with project mobilization and demobilization activities, including vendor coordination, scheduling, and service activation or cancellation.
• Maintain project schedules and status reports for technology-related initiatives.
• Coordinate project site technology requirements, including internet, wireless, printing, security, and conference room systems.
• Assist with documenting technology assets, software licensing, subscriptions, and service agreements.
• Maintain and administer corporate travel systems and employee traveler profiles.
• Coordinate conference registrations, attendance logistics, and related travel arrangements.
• Assist with planning and execution of corporate meetings, conferences, and company events.
• Coordinate sponsorships, memberships, and related corporate partnerships.
• Provide support for travel-related issues and employee travel assistance as needed.
• Administer company accounts and systems assigned to the Administration Department, including user maintenance, permissions, and record management.
• Assist with maintaining SharePoint sites, document libraries, forms, and departmental records.
• Coordinate Amazon Business account administration, purchasing approvals, and payment processing.
• Support onboarding and offboarding activities related to assigned administrative systems.
• Develop and maintain procedures, documentation, and training materials.
• Conduct research and prepare recommendations for process improvements and operational initiatives.
• Support data cleanup, data validation, data pulling, and reporting.
• Assist with SharePoint site and survey development, budget tracking, presentations, and executive reporting.
• Participate in special projects and strategic initiatives as assigned.

Job description

Position Summary

The Administrative Operations Coordinator provides operational, project, and administrative support across the Administration and Information Technology departments. This role oversees corporate travel and events, contract and vendor administration, purchasing and billing processes, and reporting, while supporting special projects that enhance organizational efficiency. Acting as a key liaison to IT, the Coordinator also manages procurement and billing administration, vendor and contract oversight, inventory coordination, and project scheduling to ensure effective execution of technology-related operational initiatives.

Responsibilities:

• Maintain corporate and IT vendor contracts, agreements, renewals, and related documentation.
• Manage contract renewal calendars and ensure timely execution of renewals.
• Upload and maintain contracts within the company’s contract management system.
• Coordinate with vendors regarding renewals, billing inquiries, service changes, and contract administration.
• Assist with evaluating vendor utilization and maintaining records of services provided across departments.
• Create purchase orders and process invoices.
• Review invoices for accuracy and proper coding before submission for payment.
• Perform credit card coding and reconciliation for assigned corporate accounts.
• Research and resolve vendor payment discrepancies and billing issues.
• Track departmental expenditures and assist with budget monitoring and reporting.
• Coordinate with Accounts Payable to ensure timely invoice processing and payment.
• Coordinate administrative functions supporting Information Technology operations and projects.
• Maintain technology inventory records, asset tracking, equipment lifecycle schedules, and replacement programs.
• Coordinate hardware orders, equipment deployments, recycling efforts, and inventory replenishment.
• Assist with project mobilization and demobilization activities, including vendor coordination, scheduling, and service activation or cancellation.
• Maintain project schedules and status reports for technology-related initiatives.
• Coordinate project site technology requirements, including internet, wireless, printing, security, and conference room systems.
• Assist with documenting technology assets, software licensing, subscriptions, and service agreements.
• Maintain and administer corporate travel systems and employee traveler profiles.
• Coordinate conference registrations, attendance logistics, and related travel arrangements.
• Assist with planning and execution of corporate meetings, conferences, and company events.
• Coordinate sponsorships, memberships, and related corporate partnerships.
• Provide support for travel-related issues and employee travel assistance as needed.
• Administer company accounts and systems assigned to the Administration Department, including user maintenance, permissions, and record management.
• Assist with maintaining SharePoint sites, document libraries, forms, and departmental records.
• Coordinate Amazon Business account administration, purchasing approvals, and payment processing.
• Support onboarding and offboarding activities related to assigned administrative systems.
• Develop and maintain procedures, documentation, and training materials.
• Conduct research and prepare recommendations for process improvements and operational initiatives.
• Support data cleanup, data validation, data pulling, and reporting.
• Assist with SharePoint site and survey development, budget tracking, presentations, and executive reporting.
• Participate in special projects and strategic initiatives as assigned.
• This position is 5 days a week in Littleton, MA. Hybrid is not available.

Qualifications:

• Associate or bachelor’s degree in business administration or a related field preferred.
• Three to five years of experience in administration, operations, project coordination, or office management.
• Strong organizational, analytical, and communication skills.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
• Experience with ERP software, corporate travel management systems, expense management platforms, contract management systems, and purchasing applications preferred.

We offer our full-time and eligible part-time team members a comprehensive benefits package that’s among the best in our industry. Benefits include medical, dental, and vision plans covering eligible team members and dependents, employee assistance programs, life insurance, disability, top-tier 401(k) with matching, tuition reimbursement, an industry-leading referral program, and generous paid time off.

Middlesex provides equal employment opportunities to all team members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.

Compensation details

50000-80000 Yearly Salary