Business Administration and Operations

Lewis-Burke Associates; Washington (District of Columbia); On-site; USD 50,000 - 61,000; Full time

Job summary

Lewis-Burke Associates LLC is seeking an entry-level Business Administration and Operations associate to provide administrative, operational, and systems support across the firm in Washington, DC. You will coordinate staff travel, expense reporting, client activity reporting, and vendor management in a collaborative, in-person setting.

The role reports to the Director of Business Operations and requires proficiency with Microsoft 365, experience with travel/expense platforms, and strong

Qualifications

• Demonstrated experience providing administrative, business operations, or office support in a professional environment.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
• Experience using or quickly learning software platforms in support of travel, expense, reporting, and vendor-management systems.
• Excellent written and verbal communication skills, with careful attention to grammar, formatting, accuracy, and audience.
• Ability to manage multiple priorities, meet recurring deadlines, follow through on open items, and work with limited supervision.
• Sound judgment, discretion, professionalism, and a service-oriented approach when working with staff, clients, guests, and vendors.

Responsibilities

• Travel Administration: Review and approve all travel requests using web-based booking platforms, including transportation, lodging, and conference registrations.
• Coordinate travel tracker with accounting; maintain approval and tracking records for client- vs. company-approved travel.
• Review and approve monthly reimbursable expense reports submitted by staff.
• Monitor travel tracker and follow up with staff to obtain expense reports.
• Assist staff with travel booking platforms and expense software; onboard new employees and maintain How-To documents.
• Client Activity Reports Administration: Ensure staff records activities and timekeeping in Timekeeping software.
• Coordinate recurring monthly client activity reporting using internal MS Access database.
• Publish draft activity reports and finalize for client delivery by team leads.
• Add/Remove clients in MS Access for data collection from Timekeeping.
• Vendor and Subscription Management: Maintain centralized inventory of vendors, subscriptions, service terms, costs, renewal dates, and points of contact.
• Manage day-to-day vendor communications, requests, and expense approvals.
• Track vendor performance and escalate issues to the account manager.
• Monitor renewal/cancellation deadlines and obtain quotes for internal review.
• Assist with vendor onboarding and offboarding, including documentation and access coordination.
• Support invoice review and cost-centre or client coding where applicable.
• Additional Duties: Periodically staff front desk and support firm hospitality needs.

Skills

Administrative support

Microsoft 365

Travel & expense systems

Timekeeping software

Vendor management

Customer service

Tools

Expensify

Engine Travel

MS Access

Job description

Organization: Lewis-Burke Associates LLC

Location: 250 Massachusetts Ave NW, Suite 550
Washington, DC 20001

Position Type: Full-time, Non-exempt

Schedule: Monday-Friday, 8:30 a.m.-5:00 p.m. For evening event support- OT eligible

Work Setting: In person

Reports To: Director of Business Operations

Location: 250 Massachusetts Ave, NW, Suite 550 Washington, DC 20001

Position Summary

The Business Administration and Operations position reports to the Director of Business Operations providing responsive administrative, operational, and systems support across the firm. The role coordinates staff travel and expenses, supports client activity reporting, assists with meetings and events, and manages day-to-day vendor and subscription activities. This position works across teams to keep information accurate, deadlines visible, and routine business processes moving efficiently.

Key Responsibilities

Travel Administration Review and approve all travel requests using web-based booking platforms (Engine, Expensify Travel) from staff, including transportation, lodging, and conference registrations, updating internal travel tracker To coordinate with accounting

• Maintain travel approval and tracking records and distinguish client-approved travel from company-approved travel.
• Review and approve all monthly reimbursable expense reports submitted by staff.
• Monitor upcoming travel tracker, follow up with staff to obtain expense reports.
• Assist staff with Travel booking platforms and Expensing software (expensify). Onboard new employees and provide training and refresher guidance. Maintain “How-To” documents for staff.

Client Activity Reports Administration

• Ensure each staff records activities and associated timekeeping in web-based Timekeeping software
• Coordinate the recurring monthly client activity reporting process Utilizing internal MS access database
• Publish client “draft” activity reports, ensure activity complete edits to publish “final” reports for team leads to send to clients.
• Add/Remove clients to MS access database for collection of staff time and activities from Timekeeping software

Vendor and Subscription Management

• Maintain the centralized inventory of vendors, subscriptions, account owners, service terms, costs, renewal dates, and points of contact. Review pending contracts and comparison to existing contract for review.
• Manage day-to-day vendor communications, requests, account updates, scheduling, and issue follow-up items.
• Track vendor performance and service quality; document recurring concerns and elevate material issues to the appropriate account manager.
• Monitor renewal and cancellation deadlines, obtain quotes or supporting information, and coordinate internal review before commitments are made.
• Support invoice review by confirming services, contract terms, approvals, and cost-center or client coding as applicable.
• Assist with vendor onboarding and offboarding, including required documentation, access coordination, and record retention.

Additional Duties: Periodically staff front desk and support firm hospitality needs

Required Qualifications and Skills

• Demonstrated experience providing administrative, business operations, or office support in a professional environment.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
• Experience using or quickly learning software platforms in support of travel, expense, reporting, and vendor-management systems.
• Excellent written and verbal communication skills, with careful attention to grammar, formatting, accuracy, and audience.
• Ability to manage multiple priorities, meet recurring deadlines, follow through on open items, and work with limited supervision.
• Sound judgment, discretion, professionalism, and a service-oriented approach when working with staff, clients, guests, and vendors.

Preferred Qualifications

• Experience in professional services, association, or client-service environment.
• Hands-on experience with travel and expensing software.
• Experience managing vendors, subscriptions, or supporting vendor renewals.
• Intermediate or advanced Excel skills, including filters, formulas, tables, and data reconciliation.

Salary Range

This is an entry level position with starting pay at $55,000 and includes full benefits

Key Behavioral Attributes

• Attention to detail and quality control
• Organization, prioritization, and reliable follow-through
• Analytical thinking and practical problem-solving
• Teamwork, responsiveness, and customer service
• Tact, diplomacy, and discretion
• Adaptability and comfort learning new systems

Work Environment and Schedule

This is a full-time, non-exempt, in-person position based in Washington, DC. The regular schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. Occasional early-morning or evening support may be required for client meetings, events, or other business needs.

About Lewis Burke Associates

Lewis-Burke Associates LLC is a Washington, DC-based government relations firm that supports clients in navigating federal policy, funding, research, and advocacy priorities. The firm values professionalism, collaboration, responsiveness, sound judgment, and high-quality client services.

Equal Employment Opportunity

Lewis-Burke Associates is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.