Administrative Operations Coordinator

About The Company
Middlesex is a leading organization committed to fostering innovation and excellence across various operational domains. With a focus on creating a dynamic and inclusive work environment, Middlesex offers a wide range of services and solutions tailored to meet the evolving needs of our clients and stakeholders. Our company prides itself on maintaining high standards of integrity, professionalism, and customer satisfaction, making us a trusted partner in the industry. We are dedicated to continuous improvement, leveraging technology and best practices to enhance organizational efficiency and effectiveness. As part of our growth strategy, we seek talented professionals who are passionate about operational excellence and organizational support.
About The Role
The Administrative Operations Coordinator plays a vital role in supporting the administrative and IT functions within Middlesex. This position is responsible for managing a variety of operational tasks including vendor and contract administration, corporate travel coordination, event planning, procurement, and reporting. The role requires a proactive individual who can efficiently handle multiple responsibilities, ensuring seamless execution of daily operations and special projects. Acting as a key liaison between departments and external vendors, the Coordinator ensures compliance with organizational policies and contractual obligations. This position is based in Littleton, MA, and operates on a full-time basis, five days a week, with no hybrid work arrangement available. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to collaborate effectively across teams to support organizational objectives.
Qualifications
Associate or bachelor's degree in business administration or a related field (preferred).
Three to five years of experience in administration, operations, project coordination, or office management.
Strong organizational, analytical, and communication skills.
Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
Experience with ERP software, corporate travel management systems, expense management platforms, contract management systems, and purchasing applications (preferred).
Responsibilities
Maintain and manage corporate and IT vendor contracts, including renewals, agreements, and related documentation.
Manage contract renewal calendars and ensure timely execution of contract renewals.
Upload and maintain contracts within the company's contract management system.
Coordinate with vendors regarding renewals, billing inquiries, service changes, and contract administration.
Assist with evaluating vendor utilization and maintaining records of services provided across departments.
Create purchase orders and process invoices, ensuring accuracy and proper coding.
Perform credit card coding and reconciliation for assigned corporate accounts.
Research and resolve vendor payment discrepancies and billing issues.
Track departmental expenditures and assist with budget monitoring and reporting.
Coordinate with Accounts Payable to ensure timely invoice processing and payments.
Support administrative functions supporting IT operations and projects, including inventory and asset management.
Coordinate hardware orders, equipment deployments, recycling efforts, and inventory replenishment.
Assist with project mobilization and demobilization activities, vendor coordination, and service scheduling.
Maintain project schedules and status reports for technology initiatives.
Coordinate technology requirements for project sites, including internet, wireless, printing, security, and conference room systems.
Document technology assets, software licenses, subscriptions, and service agreements.
Maintain and administer corporate travel systems and employee traveler profiles.
Coordinate conference registrations, travel arrangements, and event logistics.
Assist with planning and executing corporate meetings, conferences, and events.
Manage sponsorships, memberships, and corporate partnerships.
Provide travel-related support and assistance to employees as needed.
Administer company accounts and systems related to administration, including user access and permissions.
Maintain SharePoint sites, document libraries, forms, and departmental records.
Coordinate Amazon Business account administration, purchasing approvals, and payments.
Support onboarding and offboarding activities for administrative systems.
Develop procedures, documentation, and training materials to enhance operational workflows.
Conduct research and prepare recommendations for process improvements and operational initiatives.
Assist with data cleanup, validation, reporting, and analysis to support organizational decision-making.
Participate in special projects and strategic initiatives to drive organizational growth and efficiency.
Benefits
Comprehensive medical, dental, and vision insurance plans covering eligible employees and dependents.
Employee assistance programs and life insurance coverage.
Disability insurance options.
Top-tier 401(k) retirement plan with company matching contributions.
Tuition reimbursement programs to support professional development.
Industry-leading referral bonus programs.
Generous paid time off policies to promote work-life balance.
Equal Opportunity
Middlesex is an equal employment opportunity employer. We are committed to creating a diverse and inclusive workplace and do not discriminate against any individual based on race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or any other characteristic protected by law.

Work arrangement
Yes