Operations Support Specialist

ITnova • New York City, NY

18h • Onsite

About The Position

Operations Support Specialist ITnova is seeking a detail-oriented Operations Support Specialist to provide onsite administrative and operational support to the Port Authority Engineering Department. This role focuses heavily on data tracking, document coordination, and supporting agreement and procurement processes.

Requirements

• Bachelor’s degree in Business Administration, Public Administration, Engineering, or related field
• Advanced Microsoft Office skills, including: SharePoint Excel (formulas, tracking, data validation) Adobe Acrobat
• Strong data entry experience with high attention to detail
• Excellent organization and time management skills
• Ability to multitask and meet deadlines in a fast-paced environment
• Strong written and verbal communication skills

Nice To Haves

• Experience supporting engineering, procurement, or contract teams
• Knowledge with SAP, ERP, OpenText, or similar systems
• Experience with compliance reporting systems like B2GNow
• Experience supporting federal compliance (FTA, FEMA)
• Experience coordinating with multiple stakeholders

Responsibilities

• Enter, track, and maintain data for engineering agreements, ensuring accuracy and timely updates
• Maintain and organize records in SharePoint and Excel, including tracking ledgers and documentation
• Verify data accuracy and ensure compliance with authorization documents and procedures
• Coordinate with Project Managers and staff to ensure proper submission of task orders and agreements
• Prepare award letters, obtain signatures, and distribute finalized documents
• Organize and maintain electronic files in SharePoint and other systems
• Run and update reports in the B2G system and follow up on missing or incomplete information
• Assist with preparing monthly and quarterly reports
• Support federal program activities, including staffing and cost analysis
• Prepare documentation for FTA and FEMA audit compliance
• Draft procurement memos, RFP requests, and Notices to Proceed
• Prepare and organize documentation for audits and compliance reviews

Benefits

• Medical, Dental & Vision benefits
• 401k
• Paid-time-off
• Paid holidays
• Training reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level