Administrative Operations Specialist

Administrative Operations Specialist

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Operations Specialist to join our dynamic team. This role provides essential support across HR, payroll coordination, office management, and C-suite assistance. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional organizational skills, and excels at managing multiple responsibilities with accuracy and efficiency.

Key Responsibilities:

Human Resources & Onboarding Support:

• Conduct onboarding sessions with new associates to ensure a seamless introduction to the company.
• Send clear and timely termination communications, detailing final paycheck schedules, benefits termination, and equipment return instructions.
• Coordinate with outsourced IT providers to arrange the necessary equipment for new hires and maintain an up-to-date equipment tracking system.
• Issue FedEx labels and oversee the return process for equipment from departing associates.

Payroll Coordination & Administrative Support:

• Collect and track completed timecards and approval forms to facilitate accurate and timely payroll processing.
• Perform data entry into spreadsheets for project-related hours, burn rate updates, and monthly benefits reconciliation records.
• Assist with invoicing by gathering approvals from project managers or executive leadership and sending invoices to clients as needed.

Office Management:

• Act as the main liaison with property management to coordinate office needs, including fire drills and general communications.
• Maintain office supplies, snacks, and amenities to ensure a welcoming and efficient workspace.
• Organize and manage shared HR and finance email inboxes, directing messages to the appropriate teams and maintaining clear communication channels.

Executive Assistance:

• Provide comprehensive support to the CEO and C-suite executives, including:
• Processing and submitting expense reports.
• Booking travel arrangements for executives and their guests.
• Coordinating weekly vehicle detailing.
• Running occasional errands as needed.

Ideal Candidate Qualifications:

• Exceptional attention to detail and organizational skills.
• Proficiency in Excel for basic data entry, reporting, and spreadsheet management.
• Strong written and verbal communication skills to ensure clear and professional interactions.
• Previous experience in administrative, HR, payroll coordination, and/or finance support roles is desired.
• Comfortable working on-site Monday through Friday, 8 AM to 5 PM, with a one-hour lunch break.
• Office is located in Scottsdale, AZ.

This position offers the opportunity to play a pivotal role in ensuring smooth operational workflows across multiple functions while contributing to a positive and professional workplace culture. Career progression to pursue a deeper personal growth path is available within Finance, Human Resources and more!