Operations Administrator
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Job Description
Operations Administrator supporting project systems, billing readiness, and engineers at YA Group, an international forensic consulting and engineering organization.
Responsibilities:
- 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
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