Administrative Operations Specialist

Administrative Operations SpecialistThe Administrative Operations Specialist supports administrative and organizational operations by managing asset and equipment tracking, coordinating utility services and invoice processing, and overseeing vendor relationships.

The role ensures all equipment, service accounts, and utility expenses are accurately tracked, maintained, and aligned with operational and financial procedures.Required Qualifications2-4 years of experience in administrative or operations support.Strong organizational and multitasking skills with attention to details.Experience with asset tracking, invoice coding, or vendor coordination preferred.Proficiency in Microsoft Excel and data tracking systems.Strong communication and follow-up skills.Ability to review and analyze basic financial data.ResponsibilitiesAsset & Equipment ManagementMaintain a centralized inventory of all organizational assets, including:Computers, laptops, and related IT equipment.Cell phones and service plans.Security cameras and cable boxes.Other assets, as needed.Track asset assignments, locations, and condition,Coordinate equipment deployment and setup for new hires and retrieval during offboarding.Monitor asset life cycle, including replacements and warranties.Utilities Management & Coordination with Accounts PayableMonitor utility accounts, including electric, gas, water, internet, and cable services.Serve as the internal point of contact for utility-related issues (separate from facilities service tickets).Review and code utility invoices in DocLink for Accounts Payable processing.Assign invoices to appropriate programs and general ledger accounts.Verify billing accuracy against historical usage and service agreements.Identify and escalate discrepancies such as:Unusual usage spikes.Duplicate or incorrect charges.Maintain accurate records of utility accounts and billing history.Vendor & Contract ManagementServe as the primary point of contact for vendors related to:Telecommunications (phone, internet, cable).Equipment and service providers tied to tracked assets.Other vendors, as needed.Maintain records of contracts, service agreements, and renewal schedules.Track contract expiration dates and ensure timely renewals.Coordinate installations, upgrades, and service changes (non-facilities related).Assist in identifying cost-saving opportunities and service improvements.Tracking, Reporting & ComplianceMaintain organized and up-to-date tracking systems for:Asset inventory.Vendor contracts and renewals.Utility accounts and billing.Other items, as needed.Prepare regular reports for leadership, including:Asset status and inventory updates.Utility cost trends and variances.Upcoming contract renewals.Other reports, as needed.Ensure all documentation is audit-ready and compliant with organizational standards.Key CompetenciesOrganization and time management.Attention to detail and accuracy.Problem-solving and critical thinking.Communication and coordination.Accountability and follow-through.Performance Expectations (KPIs)Accurate and up-to-date asset inventory.Timely and accurate coding of utility invoices.Zero missed vendor contract renewals.Identification of billing discrepancies.Clear and consistent tracking/reporting.Plus, additional KPIs to be developed in collaboration with Senior Management, Business Operations.Benefits/PerksA comprehensive health insurance package including medical, dental and vision plans for you and your family.403B retirement benefitsEmployer-paid life insurance and long-term disability insuranceGenerous paid time off (vacation, personal, sick, 12 paid holidays)Free employee assistance program through National EAPInsurance discounts for our staff and their familiesTraining to support professional and personal development.Employee wellness programEmployee recognition activitiesSalary Range: $52,000 - $55,000 per yearFLSA Category: Exempt (does not qualify for overtime)MercyFirst is an inclusive, anti-racist, multicultural organization and an Equal Opportunity Employer who welcomes prospective employees from diverse backgrounds for all levels at the agency. We strive for a workforce that is reflective of the communities we serve, and do not discriminate on the basis of actual or perceived race, color, national origin, alienage or citizenship status, religion or creed, sex, sexual orientation, gender identity and/or expression, disability, age (18 and over), military status, prior record of arrest or conviction, marital status, partnership status, care giver status, pregnancy, genetic information or predisposition or genetic characteristic, unemployment status, status as a victim or witness of domestic violence, sex offenses or stalking, consumer credit history, or any other status protected by federal, state, and/or city law. This includes, but is not limited to, employment actions against and treatment of employees and applicants for employment.