Operations Support Specialist

ITnova; New York (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental & Vision benefits

401k

Paid-time-off

Paid holidays

Training reimbursement

Job summary

A leading support services company in New York is looking for an Operations Support Specialist to provide onsite administrative and operational support to the Engineering Department. The role involves data tracking, document coordination, and compliance reporting. Candidates should have a bachelor’s degree in a relevant field, advanced Microsoft Office skills, and strong organizational capabilities. The position offers benefits including medical, dental, and 401k options.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Engineering, or a related field.
• Strong data entry experience with a high attention to detail.
• Ability to multitask and meet deadlines in a fast-paced environment.

Responsibilities

• Enter, track, and maintain data for engineering agreements.
• Maintain and organize records in SharePoint and Excel.
• Prepare and organize documentation for audits and compliance reviews.

Skills

Advanced Microsoft Office skills

Strong data entry experience

Excellent organization and time management skills

Strong written and verbal communication skills

Education

Bachelor’s degree in Business Administration, Public Administration, Engineering, or related field

Tools

SharePoint

Excel

Adobe Acrobat

Job description

Operations Support Specialist

ITnova is seeking a detail-oriented Operations Support Specialist to provide onsite administrative and operational support to the Port Authority Engineering Department. This role focuses heavily on data tracking, document coordination, and supporting agreement and procurement processes.

Responsibilities

• Enter, track, and maintain data for engineering agreements, ensuring accuracy and timely updates.
• Maintain and organize records in SharePoint and Excel, including tracking ledgers and documentation.
• Verify data accuracy and ensure compliance with authorization documents and procedures.
• Coordinate with Project Managers and staff to ensure proper submission of task orders and agreements.
• Prepare award letters, obtain signatures, and distribute finalized documents.
• Organize and maintain electronic files in SharePoint and other systems.
• Run and update reports in the B2G system and follow up on missing or incomplete information.
• Assist with preparing monthly and quarterly reports.
• Support federal program activities, including staffing and cost analysis.
• Prepare documentation for FTA and FEMA audit compliance.
• Draft procurement memos, RFP requests, and Notices to Proceed.
• Prepare and organize documentation for audits and compliance reviews.

Required Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Engineering, or related field.
• Advanced Microsoft Office skills, including:
• SharePoint
• Excel (formulas, tracking, data validation)
• Adobe Acrobat
• Strong data entry experience with high attention to detail.
• Excellent organization and time management skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.

Preferred Qualifications

• Experience supporting engineering, procurement, or contract teams.
• Knowledge with SAP, ERP, OpenText, or similar systems.
• Experience with compliance reporting systems like B2GNow.
• Experience supporting federal compliance (FTA, FEMA).
• Experience coordinating with multiple stakeholders.

Benefits

• Medical, Dental & Vision benefits
• 401k
• Paid‑time‑off
• Paid holidays
• Training reimbursement

ITnova is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, age, national origin, disability, status as a protected veteran, or any other protected characteristic.