[Hiring] Shared Services Operations Administrator @2020 Companies

Role Description

The Operations Administrator provides essential administrative and organizational support to ensure smooth day-to-day office operations. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment, excels at multitasking, and takes pride in keeping teams organized, informed, and on track. The successful candidate will serve as a central point of contact for internal coordination, scheduling, communications, and administrative processes.

Job Description

• Administrative Support
  • Manage complex calendars, schedule meetings, and coordinate travel arrangements.
  • Prepare, proofread, and distribute correspondence, reports, presentations, and meeting materials.
  • Maintain organized physical and digital filing systems, ensuring documents are accurate, accessible, and up to date.
  • Answer and route emails and inquiries in a professional and timely manner.
• Coordination & Scheduling
  • Schedule and coordinate internal and external meetings, including preparing agendas, taking minutes, and distributing action items.
  • Assist in planning and executing company events, team meetings, and off-site activities.
  • Serve as a liaison between departments to facilitate communication and follow-through on operational tasks.
• Data & Records Management
  • Enter and maintain accurate data in company databases, spreadsheets, and operations platforms.
  • Track project timelines, deadlines, and deliverables; flag issues to appropriate team members.
  • Prepare routine reports and dashboards summarizing operational or administrative activity.
  • Process expense reports, invoices, and purchase orders in accordance with company procedures.
• Office Operations
  • Serve as the primary point of contact for facilities, IT support requests, and building management.
  • Develop and maintain standard operating procedures (SOPs) for routine administrative processes.
  • Identify opportunities to improve workflow efficiency and recommend solutions.
  • Support leadership with special projects and ad hoc administrative needs as they arise.

Qualifications

• Required
  • 2+ years of experience in an administrative assistant, executive assistant, or office coordinator role.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Exceptional organizational skills with strong attention to detail.
  • Strong written and verbal communication skills.
  • Ability to handle confidential information with discretion and professionalism.
  • Proven ability to prioritize and manage multiple tasks simultaneously in a deadline-driven environment.
• Preferred
  • Associate or bachelor’s degree in business administration or a related field.
  • Experience with project management tools (e.g., Asana, Monday.com, Trello).
  • Familiarity with Salesforce.
  • Experience supporting senior leadership or executive teams.

Competencies

• Proactive & Self-Directed — Anticipates needs and takes initiative without waiting to be asked.
• Collaborative — Works effectively across teams and builds strong working relationships.
• Adaptable — Adjusts priorities gracefully when plans change.
• Service-Oriented — Approaches every task with a helpful, can-do attitude.
• Technologically Savvy — Comfortable learning new tools and systems quickly.

Benefits

• Competitive pay, paid weekly.
• Work remotely, from home.
• Health/Dental/Vision benefits.
• 401K Program with matching.
• Paid Time Off.
• Paid Holidays.
• $30 Mobile Reimbursement.
• Scholarship opportunities for employees and direct family members.
• Employee Assistance Program.
• Leadership Development Program.
• Employees special pricing for multiple clients.