Operations Administrator

YA Group

. Manage project administration from intake and initial setup through ongoing maintenance and closure support .

Posted 10/3/2026full-timeRemote • United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong project administration capabilities, including proficiency in NetSuite and other business systems, while maintaining exceptional attention to detail and organizational skills. Effectively communicates with internal and external stakeholders to resolve issues and support operational efficiency.

Highest-signal resume keywords

Project AdministrationNetSuite ProficiencyOrganizational SkillsCustomer Service OrientationAttention to Detail

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Project AdministrationBilling SupportClaims AdministrationData AccuracyTime Management

Soft Skills

Critical ThinkingProblem SolvingResourcefulnessAdaptabilityCommunication Skills

Tools & Technologies

NetSuiteConcurEgnyteXactAnalysisClaims ConnectMicrosoft OfficeAdobe AcrobatMonday.comOneNotePower BI

Industry Keywords

Engineering ConsultingInsuranceClaims AdministrationLegal SupportProfessional Services

About the role

Key responsibilities & impact

Manage project administration from intake and initial setup through ongoing maintenance and closure support
Review project setup requests for completeness and accuracy; support conflict-check procedures and apply client, billing, rate, budget, reference, and documentation requirements
Create, modify, and maintain project, client, contact, billing, and related operational records in NetSuite and other company systems
Create and maintain standardized project folder structures in Egnyte and assist engineers with file-management questions or issues
Review, approve, reject, and track time entries and expense submissions; follow up on missing or incomplete information
Perform billing-readiness reviews and help resolve administrative issues that could delay invoicing, reporting, or project progression
Maintain operational trackers, recurring controls, project records, and supporting documentation; research historical records and resolve data discrepancies
Serve as a primary operational and administrative resource for engineers through email, Microsoft Teams, telephone, and screen-sharing sessions
Provide first-line troubleshooting for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related processes; escalate technical issues when appropriate
Receive and route project intake inquiries from clients, insurance carriers, attorneys, and other external contacts
Coordinate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal groups to resolve project and process issues
Review project information, system entries, and documentation for accuracy, completeness, and compliance
Resolve routine matters independently and escalate unusual, uncertain, high-risk, disputed, or policy-related matters to management
Provide formatting review of reports and other project documents as requested
Train new engineers and Operations Administrators on time entry, project administration, expense reimbursement, file management, systems, and company processes
Share best practices, cross-train team members, review work for accuracy, and provide guidance
Maintain and contribute to templates, OneNote resources, training guides, knowledge materials, and process documentation
Support implementation of new procedures, systems, workflows, client programs, rate changes, and operational initiatives
Identify opportunities to improve efficiency, quality, and consistency
Provide administrative support during catastrophe response and work additional hours when business needs require
Perform additional duties and special projects as assigned

Requirements

What you’ll need

High school diploma or equivalent required; associate degree or higher preferred
3+ years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or related role
Industry experience is highly preferred, particularly in engineering consulting, insurance, claims administration, legal support, or professional services
Working knowledge of insurance and legal-service terminology, such as insured, insurance carrier, independent adjuster, insurance claim, deposition, and testimony, is preferred
Proficiency with Microsoft Office applications and Adobe Acrobat
Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is beneficial
Strong organizational and time-management skills with the ability to prioritize competing requests, manage interruptions, and meet deadlines in a fast-paced environment
Exceptional attention to detail and commitment to data accuracy, quality control, and consistent process execution
Strong customer service orientation and professional written, verbal, telephone, and virtual communication skills
Critical-thinking, problem-solving, and research skills, including the ability to interpret incomplete information and resolve discrepancies
Resourcefulness and sound judgment, including the ability to recognize uncertainty or risk and escalate matters appropriately
Technical aptitude and the ability to learn, navigate, and troubleshoot multiple business systems and evolving processes
Adaptability and a process-improvement mindset when supporting organizational, system, or procedural change

Benefits

Comp & perks

Employee-focused culture
Strong commitment to work-life balance
Remote work
Flexible vacation & Paid holidays
Paid family care/sick leave
Parental leave
Medical, Dental, Vision + more
401k w/match
Career growth
Competitive salaries