Shared Services Operations Administrator

2020 Companies•Southlake, TX

1d•Hybrid

About The Position

The Operations Administrator provides essential administrative and organizational support to ensure smooth day-to-day office operations. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment, excels at multitasking, and takes pride in keeping teams organized, informed, and on track. The successful candidate will serve as a central point of contact for internal coordination, scheduling, communications, and administrative processes. The role involves administrative support such as managing calendars, scheduling meetings, coordinating travel, preparing and distributing correspondence, maintaining filing systems, and handling emails. It also includes coordination and scheduling tasks like preparing agendas, taking minutes, assisting with company events, and acting as a liaison between departments. Data and records management responsibilities include entering and maintaining data, tracking project timelines, preparing reports, and processing financial documents. Finally, the administrator will handle office operations, serving as a primary contact for facilities and IT, developing SOPs, identifying workflow improvements, and supporting leadership with special projects.

Requirements

2+ years of experience in an administrative assistant, executive assistant, or office coordinator role
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Exceptional organizational skills with strong attention to detail
Strong written and verbal communication skills
Ability to handle confidential information with discretion and professionalism
Proven ability to prioritize and manage multiple tasks simultaneously in a deadline-driven environment

Nice To Haves

Associate or bachelor’s degree in business administration or a related field
Experience with project management tools (e.g., Asana, Monday.com, Trello)
Familiarity with Salesforce
Experience supporting senior leadership or executive teams

Responsibilities

Manage complex calendars, schedule meetings, and coordinate travel arrangements
Prepare, proofread, and distribute correspondence, reports, presentations, and meeting materials
Maintain organized physical and digital filing systems, ensuring documents are accurate, accessible, and up to date
Answer and route emails and inquiries in a professional and timely manner
Schedule and coordinate internal and external meetings, including preparing agendas, taking minutes, and distributing action items
Assist in planning and executing company events, team meetings, and off-site activities
Serve as a liaison between departments to facilitate communication and follow-through on operational tasks
Enter and maintain accurate data in company databases, spreadsheets, and operations platforms
Track project timelines, deadlines, and deliverables; flag issues to appropriate team members
Prepare routine reports and dashboards summarizing operational or administrative activity
Process expense reports, invoices, and purchase orders in accordance with company procedures
Serve as the primary point of contact for facilities, IT support requests, and building management
Develop and maintain standard operating procedures (SOPs) for routine administrative processes
Identify opportunities to improve workflow efficiency and recommend solutions
Support leadership with special projects and ad hoc administrative needs as they arise