Administrative Support Specialist

Krgstaffing; Buffalo (NY); On-site; USD 25,000 - 33,000; Full time

Job summary

Krgstaffing is seeking a Temporary Administrative Support Specialist to provide day-to-day administrative and operational support in a Western New York healthcare setting. The role coordinates requests, maintains records, supports invoice processing and vendor communications, and assists staff with administrative needs.

Working closely with program teams, leadership, Finance, and Facilities, you will help coordinate services, relocations, equipment deliveries, and related operational processes.

Responsibilities

• Coordinate and track administrative requests with approvals and follow-up
• Review invoices for accuracy and route to Finance for processing
• Respond to help desk requests and assist staff with questions
• Maintain agency accounts, user access, and staffing change records
• Coordinate with staff, vendors and leadership on service requests and deliveries
• Obtain quotes and supporting docs as needed
• Identify and escalate financial, contractual, operational, or compliance concerns
• Support relocations and equipment deliveries with Facilities
• Assist contracted service coordination and inventory activities
• Develop and maintain administrative procedures with agency leadership
• Provide general administrative support to program and operational teams
• Perform other duties as assigned

Job description

A WNY healthcare organization has a need for a Temporary Administrative Support Specialist to provide day-to-day administrative and operational support across the agency. The position coordinates requests, maintains records and systems, supports invoice processing and vendor communications, and assists staff with administrative needs. Working closely with program teams, leadership, Finance, and Facilities, the specialist helps coordinate services, equipment needs, site transitions, and operational processes. The role also supports the development and maintenance of procedures to promote consistency, efficiency, and effective agency operations.

Responsibilities

• Coordinate and track administrative requests, ensuring appropriate approvals, documentation, and follow-up
• Review invoices for accuracy and completeness and route approved documentation to Finance for processing
• Respond to administrative help desk requests and assist staff with questions and operational needs
• Maintain agency accounts, user access, records, and approval structures, including updates related to staffing changes
• Coordinate with staff, vendors, and leadership regarding service requests, scheduling, deliveries, pricing, and issue resolution
• Obtain quotes and supporting documentation as needed
• Identify and escalation financial, contractual, operational, or compliance concerns
• Support program and site relocations, equipment deliveries, installations, and related logistics in coordination with Facilities and agency staff
• Assist with contracted service coordination, property and equipment tracking, and inventory activities
• Develop, update, and maintain administrative procedures and documentation in collaboration with agency leadership
• Provide general administrative support to program and operational teams as needed
• Perform other duties as assigned