Administrative Operations Coordinator

Documentation Technician

The Administrative Operations Coordinator is responsible for ensuring consistent and timely delivery of services by efficiently managing core administrative and operational tasks. This role supports customer satisfaction by expediting routine processes, maintaining accurate documentation, and coordinating with internal and external stakeholders to ensure smooth execution of contracts, invoicing, and material logistics.

Key Responsibilities

• Ensure consistent delivery of administrative and operational services in line with organizational standards.
• Expedite and complete basic administrative tasks to meet customer expectations and service timelines.
• Process subcontracts and maintain all required contractual and compliance documentation.
• Coordinate the invoicing process, ensuring accuracy and timely submission.
• Place material orders and track shipments to ensure on-time delivery.
• Maintain organized records related to subcontracts, invoices, purchase orders, and shipment tracking.
• Communicate effectively with vendors, internal teams, and other stakeholders to resolve issues and ensure smooth operations.
• Support continuous improvement of administrative processes to enhance efficiency and service quality.

Qualifications & Experience

• Associate degree (2-year degree) or an equivalent combination of education and relevant work experience.
• Minimum of 4 years of relevant administrative, operations, or coordination experience preferred.
• Experience working with subcontracts, invoicing, purchase orders, and logistics tracking is highly desirable.

Skills & Competencies

• Strong organizational and multitasking skills.
• Attention to detail and accuracy in documentation and data handling.
• Ability to manage deadlines and prioritize tasks in a fast-paced environment.
• Good communication and coordination skills.
• Proficiency in standard office tools (MS Excel, Word, ERP or procurement systems preferred).

If you’d like, I can:

• Tailor this JD to a specific industry (IT, construction, manufacturing, staffing, etc.)
• Adjust the seniority level or title
• Convert it to a short JD for LinkedIn or job portals

Experience Level

Mid Level