Business Support Specialist II

GOLDEN SPREAD ELECTRIC COOPERATIVE INC•Amarillo, TX

8d•Onsite

About The Position

The Business Support Specialist II provides advanced operational, administrative, office, and property support for Golden Spread Electric Cooperative, Inc. (Golden Spread) and GSEC Properties, LLC. The position independently coordinates complex day-to-day services, resolves routine operational issues, supports vendor and contract administration, and serves as a primary resource for office and property-related requests. This position plays a critical role in the Member experience by ensuring the organization operates efficiently, professionally, and reliably. BSS enables our subject matter experts, leaders, and Member-facing employees to focus their time and expertise on serving Member Cooperatives rather than administrative tasks. This role often serves as the Member’s first impression of Golden Spread, protecting organizational resources and strengthening relationships with our Member representatives. Business Support Services serve our Members by creating an operational foundation that allows Golden Spread employees, leaders, and Member-facing teams to focus on delivering exceptional service, while ensuring every Member interaction with Golden Spread is professional, efficient, and welcoming. This is an individual contributor role with delegated authority to make routine decisions within established policies, budgets, contracts, and service standards. The position works closely with the Manager of Business Support Services, property management providers, contractors, vendors, employees, and visitors. In addition, this role serves as the primary backup to the Manager of Business Support Services and maintains continuity of department operations during the Manager's absence. Matters involving significant financial commitments, legal terms, safety risk, business interruption, lease strategy, or exceptions to policy are escalated to the Manager. The position is expected to anticipate needs, improve processes, maintain accurate records, coordinate multiple priorities, and provide reliable continuity of service. The role may lead assigned workstreams, coordinate the work of vendors or peers, provide cross-training, and act as the department's first point of escalation when the Manager is unavailable, but does not have formal supervisory authority.

Requirements

Bachelor's degree preferred; equivalent combination of education and relevant experience may be considered.
Minimum five years of progressively responsible experience in business support, office operations, facilities coordination, property administration, executive or administrative support, or a related function.
Experience coordinating vendors, service providers, work orders, office or building projects, invoices, budgets, contracts, or lease-related records preferred.
Demonstrated ability to independently manage multiple priorities, solve operational problems, exercise sound judgment, and escalate appropriately with limited day-to-day direction.
Demonstrated experience producing professional business communications, reports, presentations, correspondence, and documentation with a high level of accuracy and attention to detail.
Working knowledge of standard office practices, procurement and invoice processes, records retention, vendor coordination, project tracking, and workplace service delivery.
Proficiency in Microsoft 365, Adobe Acrobat Pro, collaboration tools, office equipment, and systems used to track requests, contracts, expenses, projects, visitors, or building services.
Excellent organizational, planning, customer service, interpersonal, verbal, and written communication skills.
Ability to maintain confidentiality and apply discretion when handling sensitive business, employee, vendor, tenant, contract, and property information.
Ability to work effectively in a fast-paced environment where priorities may shift quickly and occasional after-hours response may be required.
Demonstrated ability to represent the department professionally when interacting with executives, Member representatives, vendors, and other stakeholders.

Responsibilities

Coordinate daily office operations and common-area readiness, including the front entry, visitor management process, conference rooms, workrooms, kitchens, office equipment, pool vehicles, mail, supplies, and other shared business services.
Provide a welcoming and professional experience for employees, Members, tenants, vendors, contractors, and visitors; assist with visitor sign-in, incoming calls, meetings, training, catering, and special arrangements.
Monitor and prioritize requests submitted through the [email protected] account; independently resolve routine requests, assign or coordinate follow-up, communicate status, identify recurring issues, and escalate higher-risk matters.
Coordinate office supply procurement, inventory, delivery, location-based tracking, coding, and expense documentation; recommend adjustments to service levels or purchasing practices.
Serve as the operational point of contact for assigned office vendors and service providers. Coordinate schedules, access, work orders, service delivery, and issue resolution; document performance concerns and elevate contractual or recurring deficiencies.
Troubleshoot office equipment and facility service issues, engage the appropriate vendor or property management contact, track resolution, and keep affected employees informed.
Support day-to-day property operations by coordinating maintenance requests, tenant or employee concerns, contractor activity, access needs, inspections, building communications, and after-hours follow-up as assigned.
Conduct routine walkthroughs of office and property areas to identify readiness, safety, maintenance, equipment, furniture, supply, and service concerns; initiate corrective action within assigned authority.
Support building projects, tenant improvements, office renovations, moves, relocations, and workspace changes by coordinating schedules, logistics, furniture, equipment, communications, records, and completion items.
Assist with administration of property management, property maintenance, and other office or facilities agreements by maintaining contract files, tracking service requirements, monitoring deliverables, reviewing routine invoices and supporting documentation, and identifying items requiring Manager review.
Assist with requests for service, statements of work, vendor proposals, purchase documentation, and contract renewals. Coordinate scope, schedule, cost, access, and logistics with vendors while routing commitments and approvals through the appropriate authority.
Support lease administration by maintaining lease files, key dates, tenant correspondence, executed documents, certificates, and required distributions. Coordinate routine information with property management, leasing representatives, legal, and internal stakeholders under the Manager's direction.
Gather information and prepare routine reports, budget tracking, forecasts, invoice summaries, project updates, vendor performance documentation, and recommendations for the Manager of Business Support Services.
Support annual budget development and ongoing expense monitoring for assigned office, property, Operations Center, and backup Operations Center accounts; identify variances and emerging needs for Manager review.
Maintain department records in accordance with Golden Spread's Records and Information Management requirements, including contracts, vendor files, project records, property documentation, invoices, and operational procedures.
Develop, document, and maintain standard operating procedures, checklists, service schedules, contact lists, and continuity plans for assigned office and property functions.
Champion approved processes, procedures, technology, and business decisions through clear communication and change leadership.
Provide cross-training and backup support to the Business Support Services team.
Serve on assigned committees and support employee events, building safety, emergency preparedness, and business continuity activities within the scope of the role.
Act as the first point of escalation for routine office and property matters when the Manager is unavailable.
Notify leadership promptly of emergencies, safety concerns, service interruptions, contractual issues, or matters outside delegated authority.
Prepare professional correspondence, presentations, reports, meeting materials, communications, and other business documents requiring a high degree of accuracy, organization, and attention to detail.
Other duties as assigned.