Operations Administrative Specialist

Responsibilities

• Set up new projects in the system, ensuring accurate entry of lump sum and time-and-materials (T&M) details.
• Maintain and update project records, ensuring data accuracy and completeness.
• Serve as a point of contact for project-related administrative inquiries.
• Prepare, review, and issue invoices for both lump sum and T&M projects.
• Collaborate with project managers and finance teams to resolve billing discrepancies.
• Track accounts receivable and follow up on outstanding payments to ensure timely collections.
• Monitor project timelines and milestones to ensure smooth execution and completion.
• Assist with generating reports related to project performance, costs, and billing.
• Support the implementation of operational processes and identify opportunities for improvement.
• Ensure adherence to company policies, procedures, and regulatory requirements.
• Maintain accurate and organized records, including contracts, invoices, and project documents.
• Coordinate with third-party providers and ensure compliance with licensing requirements.

Qualifications and Education Requirements

• Bachelor’s degree in Business Administration, Accounting, or a related field. Preferred but not required.
• 2-4 years of experience in administrative or operational roles, preferably in construction, contracting, or a similar industry.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ERP systems (e.g., eCMS, SAP).
• Excellent communication and interpersonal skills.
• Basic understanding of billing, collections, and procurement processes.
• Detail-oriented with the ability to identify and resolve discrepancies.

Physical Requirements

• Ability to lift and carry 10 pounds.
• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits employee to communicate effectively.
• Ability to sit for prolonged periods of time with or without reasonable accommodation.
• Sufficient vision or other powers of observation, with or without reasonable accommodations, which permits employee to investigations.
• Sufficient manual dexterity with or without reasonable accommodation, which permit the employee to perform routine office duties.
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodations to perform office duties and travel when necessary to off-site locations.
• The employee must be able to perform the essential functions of the job with or without reasonable workplace accommodation.

Thorpe Specialty Services and its affiliates provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.