Business & Professional Services Administrative Operations Specialist

Matrix_Professional_Staffing_Solutions_

36d • Hybrid

About The Position

Matrix is seeking experienced independent professionals to join our contractor network as Business & Professional Services Administrative Operations Specialists. Contractors receive projects from Matrix based on individual client Work Orders. Projects may include administrative operations, records and document management, scheduling, data entry, project coordination, information gathering, office support, process administration and other authorized professional administrative services. Our clients operate across a broad range of industries and environments. Projects may therefore vary considerably in scope, complexity, duration and location. This role is suited to experienced administrative and operations professionals who are comfortable working independently, managing confidential information, adapting to different organizational environments and taking responsibility for completing defined project deliverables. Assignments may be performed remotely or may require attendance at a client office, government facility, professional practice, healthcare facility, hotel, corporate location or other authorized site. The contractor is responsible for independently determining the manner, method, sequence and tools used to complete an assignment, subject to the applicable client Work Order, required deliverables, agreed timelines, confidentiality requirements and client-specific requirements.

Requirements

• 2–3+ years of relevant experience in administration, office operations, project coordination, professional services, records management or a related environment.
• Strong organizational and administrative skills.
• Excellent written and verbal communication.
• Strong attention to detail and accuracy.
• Ability to independently manage assignments and competing priorities.
• Demonstrated discretion when handling confidential or sensitive information.
• Strong proficiency with Microsoft Word, Excel, Outlook and other commonly used business applications.
• Ability and willingness to attend client locations when required by an assignment.
• Ability to operate an independent professional practice and provide services on a project basis.

Nice To Haves

• Experience in one or more of the following environments is an asset: government or public-sector administration; ministries and public institutions; accounting and financial services; healthcare; hospitality and hotels; insurance; technology; manufacturing; professional services; education; non-profit organizations; corporate administration; or other regulated or operational environments.
• Experience working across multiple industries or client organizations is particularly valuable.
• Systems Experience with one or more of the following is an asset: Microsoft 365; Word, Excel, PowerPoint and Outlook; SharePoint; OneDrive; Dropbox; Microsoft Teams; Zoom; Adobe Acrobat; CRM systems; project-management platforms; document-management systems; accounting or professional-practice software; scheduling and calendar-management systems; and other cloud-based business applications.

Responsibilities

• Provide professional administrative and operational support based on the client's approved Work Order.
• Organize and maintain electronic and physical records.
• Complete data entry, information gathering and administrative tracking.
• Prepare correspondence, reports, spreadsheets, presentations and other business documents.
• Assist with routine administrative processes and workflow coordination.
• Maintain accurate and organized administrative records.
• Support short-term, recurring or project-based administrative requirements.
• Organize, classify, rename, scan, index and maintain documents.
• Establish or maintain electronic filing structures.
• Assist with document conversion and PDF preparation.
• Apply client-specific file naming and document-management requirements.
• Support document quality-control processes.
• Assist with records organization, retention and administrative close-out activities.
• Maintain appropriate version-control practices.
• Coordinate meetings, appointments and calendars.
• Track deadlines, follow-ups and outstanding administrative tasks.
• Assist with meeting preparation and administrative materials.
• Coordinate information between departments, stakeholders and authorized contacts.
• Support scheduling across multiple locations or time zones where required.
• Maintain accurate calendars, trackers and status records.
• Assist with project administration and implementation activities.
• Maintain project trackers, task lists and administrative records.
• Prepare status reports and project documentation.
• Coordinate information and deliverables between authorized stakeholders.
• Assist with administrative workflow development and process improvement.
• Support special projects and temporary operational requirements.
• Identify administrative issues and escalate matters requiring client direction.
• Communicate professionally with client representatives and authorized stakeholders.
• Maintain confidentiality and discretion.
• Review Work Orders and clarify requirements where necessary.
• Provide appropriate assignment status updates through Matrix's designated collaboration platform.
• Maintain professional standards when representing Matrix in connection with a client assignment.
• Escalate matters outside the approved scope of an assignment before proceeding.

Benefits

• Access to projects across diverse business and professional environments.
• Flexible remote and in-person assignment opportunities.
• Ability to independently manage the method and execution of assigned work.
• Access to Matrix's online project-management and collaboration environment.
• Opportunities to work with businesses, professional practices, government-related organizations and other institutional clients.
• Variety in assignment scope and industry exposure.
• Opportunities to apply and expand specialized administrative and operational expertise.
• A professional network focused on quality, confidentiality, reliability and client service.

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed