Administrative Operations Coordinator

Superworq; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) with company matching

Tuition reimbursement

Paid time off

Job summary

Middlesex is hiring an Administrative Operations Coordinator to support both the Administration and IT departments in Littleton, MA. The role handles contracts, vendor management, purchasing, and travel, with a focus on process improvements and reporting.

The position is full-time and on-site with a standard five-day workweek; hybrid arrangements are not available. Strong organizational and IT coordination skills are essential for success.

Qualifications

• Associate or bachelor's degree in business administration or 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.

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 IT 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.

Skills

Organizational skills

Analytical skills

Communication skills

Project coordination

Education

Associate or Bachelor's degree in business administration or related field

Tools

Excel

PowerPoint

ERP software

Travel management systems

Purchasing applications

Contract management systems

Job description

About The Company

Middlesex is a dynamic organization committed to operational excellence and innovation. We pride ourselves on fostering a collaborative work environment that supports professional growth and values each team member's contributions. Our company is dedicated to delivering superior services across multiple departments, including Administration and Information Technology, ensuring seamless operational workflows and strategic project execution.

About The Role

The Administrative Operations Coordinator plays a vital role in supporting both the Administration and Information Technology departments by providing comprehensive operational, project, and administrative assistance. This position is responsible for managing corporate travel and events, overseeing contract and vendor administration, and handling purchasing and billing processes. The Coordinator ensures accurate reporting and supports special projects aimed at enhancing organizational efficiency. Acting as a liaison to IT, the role involves procurement and billing administration, vendor and contract oversight, inventory coordination, and project scheduling to facilitate the effective execution of technology-related initiatives. This is a full-time, on-site position based in Littleton, MA, with a five-day workweek; hybrid work arrangements are 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.

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.

Benefits

• Comprehensive medical, dental, and vision plans covering eligible team members and dependents.
• Employee assistance programs for personal and professional support.
• Life insurance and disability coverage.
• Top-tier 401(k) retirement plan with company matching contributions.
• Tuition reimbursement to support continuing education and professional development.
• Industry-leading employee referral program.
• Generous paid time off to promote work-life balance.

Equal Opportunity

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.