Business Operations Project Administrator

Job Title: Business Operations Project Administrator

Location: S3 Security Headquarters – Plano, TX

For over two decades, our expert team has successfully assisted organizations with the implementation and oversight of their information security, privacy, and regulatory compliance programs. Our reputation is our own, built upon our steadfast commitment over the years to do the right thing and go above and beyond for our clients. We pride ourselves on our ability to think outside-the-box, stay nimble and succeed as a team.

The Business Operations Project Administrator manages schedules, arranges assignments, prepares action plans, analyzes risks/opportunities, gathers necessary resources, and communicates progress to team members. This individual is involved in pre‑and post‑award contract administration activity and works with their constituents to hit deadlines and deliver results while at times also working independently in a collaborative environment.

• Verifying the availability of in‑house and external participants for planned meetings.
• Sending out reminders of scheduled meetings.
• Managing and confirming travel bookings and arrangements.
• Keeping stakeholders informed of project timelines and associated deadlines.
• Answering scheduling queries via email and phone.
• Documenting scheduling processes and keeping records.
• Ensure that all records are accurate and up to date.
• Write contract letters and other communications and notices.
• Attending meetings to assess progress on projects which are in motion and take detailed notes to share with stakeholders.
• Develop contract proposals to support organizational goals.
• Draft and revise contracts as updates become available. Review and update existing contracts.
• Analyze contracts to ensure they comply with state and federal laws and regulations.
• Report status of current contract processes to management.
• Create language standards and rules for existing and new contracts.
• Proactively resolve any existing contract conflicts.
• Work with legal, HR, and all relevant involved teams to ensure contract compliance.
• Analyze potential risks involved with specific contract terms.
• Ensure that employees understand and comply with company contracts.
• Collaborate with sales team and internal business partners on contract details.
• Maintain organized system of physical and digital records of contracts, records, and other documentation.
• Explain terms and conditions to managers and interested parties.
• Stay up‑to‑date with legislative changes and coordinate with the legal department as needed.
• Serve as a liaison between internal and external parties during contract development and scheduling stages.
• Provides detailed and accurate deliverables in a timely manner.
• Prioritizes workload and takes a proactive approach to troubleshooting roadblocks to avoid setbacks.
• Team-oriented, able to collaborate and assist with internal and external customers.
• Excels in managing projects in a rapidly changing fast‑paced environment.
• Performs other duties as assigned.

• Minimum 5 years of professional experience working with internal and external customers.
• A minimum of two years' experience demonstrating solid knowledge of scheduling practices and experience in a similar role. Advanced knowledge of confirming and rescheduling appointments, as well as record‑keeping practices.
• 3+ years prior experience in a contract administration role or a related field.
• Extensive experience with office software, including Microsoft 365, Word, Excel, Outlook, and CRM tools.
• Previous experience managing travel bookings and arrangements.
• Excellent organizational, interpersonal, and communication skills.
• Ability to perform more than one task at a time and solve problems quickly and proactively.
• Excellent reading and language comprehension.
• Ability to work with a team at all levels of an organization.
• Has strong negotiation and mediation skills.
• Possesses superior attention to detail to spot inconsistencies in contracts.
• Must have excellent analytical thinking skills and problem‑solving abilities.
• Displays exceptional judgement, professional integrity, and discretion.
• Strong interpersonal skills must be able to read the room, think strategically, and problem solve.
• Ability to read, analyze and interpret contracts, legal documents, financial reports, and technical documents.

• College Degree (Business Administration) or related work experience.
• Professional Management Professional Certification preferred not required.