Administrative Operations Coordinator

Position Summary:

Acting as a key liaison to IT, the Coordinator also manages procurement and billing administration, vendor and contract oversight, inventory coordination, and project scheduling to ensure effective execution of technology-related operational initiatives.

Responsibilities:

• Maintain corporate and IT 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 Information Technology 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.
• This position is 5 days a week in Littleton, MA. Hybrid is not available.

Compensation details: 50000-80000 Yearly Salary

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