Operations Administrator

YA Group

23h•Remote

About The Position

The Operations Administrator serves as a centralized operational resource supporting engineering staff throughout the project lifecycle. This role manages project administration, system maintenance, operational support, quality control, training, and process execution so projects are established, maintained, and completed accurately and efficiently. The position connects engineers with the company’s systems, processes, and administrative requirements. By maintaining data integrity, coordinating operational workflows, and providing system and process support, the Operations Administrator helps engineers remain focused on client service and billable technical work.

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.

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 applicable 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 to support timely processing.
Perform billing-readiness reviews and help identify and 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 by answering process and system questions 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 to the internal Tech Support Team when appropriate.
Receive and route project intake inquiries from clients, insurance carriers, attorneys, and other external contacts; respond to appropriate administrative questions and involve the lead engineer when technical or client decisions are required.
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 with company and client-specific requirements.
Exercise sound judgment to 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 by engineers.
Train new engineers and Operations Administrators on time entry, project administration, expense reimbursement, file management, systems, and related company processes.
Share best practices, cross-train team members, review work for accuracy, and provide guidance when coworkers encounter unusual situations.
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.