Administrative Operations Specialist

MercyFirst • Syosset, NY

3d • Onsite

About The Position

The 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.

Requirements

• 2-4 years of experience in administrative or operations support.
• Strong organizational and multitasking skills with attention to details.
• Proficiency in Microsoft Excel and data tracking systems.
• Strong communication and follow-up skills.
• Ability to review and analyze basic financial data.

Nice To Haves

• Experience with asset tracking, invoice coding, or vendor coordination preferred.

Responsibilities

• Maintain 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.
• Monitor 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.
• Serve 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.
• Maintain 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.

Benefits

• A comprehensive health insurance package including medical, dental and vision plans for you and your family.
• 403B retirement benefits
• Employer-paid life insurance and long-term disability insurance
• Generous paid time off (vacation, personal, sick, 12 paid holidays)
• Free employee assistance program through National EAP
• Insurance discounts for our staff and their families
• Training to support professional and personal development.
• Employee wellness program
• Employee recognition activities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed