Business Support Unit Administrator

Austin Community College; Burlington (MA); On-site; USD 45,000 - 58,000; Full time

Job summary

A major educational institution in Burlington, MA is looking for a Business Support Unit Administrator. This temporary role may lead to a permanent position. Candidates should have 1-3 years of administrative experience and be proficient in Microsoft 365. Key responsibilities include fleet administration, travel coordination, and inventory management. The role requires onsite work three days a week and offers a dynamic work environment. Ideal candidates are organized, detail-oriented, and capable of supporting business operations effectively.

Qualifications

• 1–3 years of experience in administrative or operational support.
• Ability to work onsite 3 days a week.
• Proficiency in Microsoft 365 applications.

Responsibilities

• Assist with fleet administration and travel coordination.
• Maintain vehicle and asset records.
• Coordinate purchasing and inventory needs.

Skills

Organizational skills

Communication skills

Customer service skills

Time management

Proactiveness

Tools

Microsoft 365

GEOTAB

WEX

EZPass/SunPass

Job description

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Reports to: Sr. Manager of Business Support Unit

Temporary position with the possibility of a permanent opportunity.

Candidate needs to be able to commute to Burlington, MA 3x a week.

POSITION SUMMARY

The Business Support Unit Administrator is an organized individual capable of providing a wide range of administrative and operational support to the business. This role supports fleet administration, travel coordination, purchasing, inventory, and general office needs in a fast‑paced environment.

KEY RESPONSIBILITIES

• Assist with Enterprise Fleet Management, GEOTAB, WEX gas cards, and EZPass/SunPass account administration.
• Maintain accurate vehicle and asset records, including additions/removals and maintenance updates.
• Conduct monthly visits to off-site vehicle storage for inventory, condition checks, and documentation.
• Coordinate vehicle maintenance, repairs, and quarterly field inspection requests.
• Coordinate travel arrangements (flights, hotels, rental cars) and ensure required documentation and credit card authorizations are secured.
• Assist with receipt collection and supporting documentation for credit card statements.
• Submit purchase order requisitions.
• Support ordering and distribution of uniforms, business cards, office supplies, PPE, tools, IT equipment, and other material needs.
• Assist with organizing, tracking, and coordinating uniform distribution for field teams.
• Assist with inventory tracking for marketing items, PPE, safety materials, and office supplies.
• Support weekly shipments and maintain shipment tracking.
• Help create Microsoft Forms surveys and update the intranet for team and departmental needs.
• Collaborate closely with the Business Support Unit Lead.
• Perform additional administrative tasks as needed to support business operations.

REQUIRED QUALIFICATIONS

• 1–3 years of administrative or operational support experience with strong organization, communication (written; verbal) and customer service skills.
• Ability to work onsite 3 days/week with flexibility to work outside normal business hours occasionally.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, Forms, PowerPoint a plus).
• Valid driver’s license and ability to travel locally for fleet-related duties.
• Ability to thrive in a fast-paced, evolving environment with minimal supervision.
• Must be able to work independently and as part of a team.
• Previous experience with fleet management programs (Enterprise, GEOTAB, WEX, EZPass/SunPass), a plus.
• Previous experience supporting construction or field operations (OCIP, lift rentals), a plus.

SKILLS/COMPETENCIES

• Self-motivated and proactive
• Strong time management and ability to manage competing priorities
• High level of organization and attention to detail
• Ability to work both independently and collaboratively

WORK ENVIRONMENT

Office setting with frequent sitting, standing, walking, and bending. Occasional lifting up to 15 lbs. Some local travel required for fleet storage and operational tasks.