Operations Administrator

Job Summary The Operations Administrator will oversee administrative functions related to company contracts, service operations, marketing, software, technology, and other business processes. This role involves managing contracts, coordinating vendor relationships, and ensuring compliance with company standards and legal regulations. The Operations Administrator will also focus on process improvements, cost control, and the efficient execution of operational tasks, requiring attention to detail, strong organizational skills, and experience in property management.Essential Duties and ResponsibilitiesContract Management:· Receive bid sheets, create contracts, and send them to contractors and the President of AION for execution.· Utilize the contract tracker to ensure purchase orders (POs) are created and delivered to contractors before work begins.· Manage the contract database for operational, utility, marketing, human resource, and deferred maintenance capital projects.· Track, maintain, and manage contract documentation, terms, and communications.· Oversee the full contract lifecycle, including drafting, revisions, negotiations, and storage.· Foster and maintain relationships with vendors and service providers, ensuring service quality and compliance with contractual obligations.· Ensure compliance with local, state, and federal laws, as well as internal company policies and standards.· Identify and mitigate operational risks related to contracts and business processes, ensuring proper management of insurance and liability clauses.· Monitor and manage contract costs, negotiate favorable terms, and explore opportunities for cost savings.· Oversee the renewal and termination processes of contracts, ensuring timely action and negotiation of terms.· Track expiring contracts and alert teams and regional managers about the need to renew or rebid contracts.· Capture warranty paperwork for completed contracts and store it on the shared drive.· Ensure that warranties and service agreements align with operational goals and industry standards.Vendor Management and Onboarding:· Assist in sourcing new vendors through Vendor Credentialing.· Engage with vendors interested in partnering with AION, sending out Vendor Credentialing enrollment forms to new vendors, and working with them toward approval status.· Monitor Vendor Approvals and ensure Vendor Compliance.Administrative Support:· Collaborate with internal teams, including property managers, leadership, legal, procurement, and finance, to align contract terms with operational goals.· Address and resolve contract-related disputes in a timely manner, coordinating with legal advisors when necessary.· Stay informed about industry trends and regulations by attending relevant networking and legal events.· Provide weekly summaries on contract and operational performance, reporting key metrics and KPIs to the internal team.· Develop and maintain standard operating procedures (SOPs) related to contract and operational management.· Facilitate monthly reviews with vendors and assist with account balance and invoice management.Requirements· Associate or bachelor’s degree in business administration, operations management, real estate, or a related field preferred· 3-5 years of experience in administrative roles, with a focus on contract management, operations, or property management.· Proven ability to handle multiple contracts and vendors simultaneously while ensuring deadlines and compliance requirements are met.· Strong knowledge of business processes, contract management, and property management.· Excellent organizational, communication, and interpersonal skills.· High attention to detail and ability to manage multiple tasks simultaneously.· Proficiency in contract management software and Microsoft Office Suite.· Knowledge of local, state, and federal regulations related to property management and business operations.