Operations Administrator

Job Description:

• Manage project administration from intake and initial setup through ongoing maintenance and closure support
• Review project setup requests for completeness and accuracy; support conflict-check procedures and apply client, billing, rate, budget, reference, and documentation requirements
• Create, modify, and maintain project, client, contact, billing, and related operational records in NetSuite and other company systems
• Create and maintain standardized project folder structures in Egnyte and assist engineers with file-management questions or issues
• Review, approve, reject, and track time entries and expense submissions; follow up on missing or incomplete information
• Perform billing-readiness reviews and help resolve administrative issues that could delay invoicing, reporting, or project progression
• Maintain operational trackers, recurring controls, project records, and supporting documentation; research historical records and resolve data discrepancies
• Serve as a primary operational and administrative resource for engineers through email, Microsoft Teams, telephone, and screen-sharing sessions
• Provide first-line troubleshooting for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related processes; escalate technical issues when appropriate
• Receive and route project intake inquiries from clients, insurance carriers, attorneys, and other external contacts
• Coordinate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal groups to resolve project and process issues
• Review project information, system entries, and documentation for accuracy, completeness, and compliance
• Resolve routine matters independently and escalate unusual, uncertain, high-risk, disputed, or policy-related matters to management
• Provide formatting review of reports and other project documents as requested
• Train new engineers and Operations Administrators on time entry, project administration, expense reimbursement, file management, systems, and company processes
• Share best practices, cross-train team members, review work for accuracy, and provide guidance
• Maintain and contribute to templates, OneNote resources, training guides, knowledge materials, and process documentation
• Support implementation of new procedures, systems, workflows, client programs, rate changes, and operational initiatives
• Identify opportunities to improve efficiency, quality, and consistency
• Provide administrative support during catastrophe response and work additional hours when business needs require
• Perform additional duties and special projects as assigned

Requirements:

• High school diploma or equivalent required; associate degree or higher preferred
• 3+ years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or related role
• Industry experience is highly preferred, particularly in engineering consulting, insurance, claims administration, legal support, or professional services
• Working knowledge of insurance and legal-service terminology, such as insured, insurance carrier, independent adjuster, insurance claim, deposition, and testimony, is preferred
• Proficiency with Microsoft Office applications and Adobe Acrobat
• Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is beneficial
• Strong organizational and time-management skills with the ability to prioritize competing requests, manage interruptions, and meet deadlines in a fast-paced environment
• Exceptional attention to detail and commitment to data accuracy, quality control, and consistent process execution
• Strong customer service orientation and professional written, verbal, telephone, and virtual communication skills
• Critical-thinking, problem-solving, and research skills, including the ability to interpret incomplete information and resolve discrepancies
• Resourcefulness and sound judgment, including the ability to recognize uncertainty or risk and escalate matters appropriately
• Technical aptitude and the ability to learn, navigate, and troubleshoot multiple business systems and evolving processes
• Adaptability and a process-improvement mindset when supporting organizational, system, or procedural change

Benefits:

• Employee-focused culture
• Strong commitment to work-life balance
• Remote work
• Flexible vacation & Paid holidays
• Paid family care/sick leave
• Parental leave
• Medical, Dental, Vision + more
• 401k w/match
• Career growth
• Competitive salaries