Operations & IT Admin 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

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.