Administrative Coordinator (Hybrid)

About the Role The Middlesex Corporation is seeking an Administrative Operations Coordinator to provide operational, project, and administrative support across the Administration and Information Technology departments. This role coordinates corporate travel and events, contract and vendor administration, purchasing and billing, reporting, technology inventory, and administrative systems while supporting projects that improve organizational efficiency.The Coordinator will serve as a key liaison to IT and work with vendors, Accounts Payable, employees, and internal departments to support procurement, contracts, billing, technology-related initiatives, project scheduling, travel administration, and process improvements. The position is suited to an organized and analytical professional with strong communication skills and experience in administration, operations, project coordination, or office management. Key Responsibilities Maintain corporate and IT vendor contracts, agreements, renewals, and related documentation.Manage contract renewal calendars and ensure timely execution of renewals.Upload and maintain contracts in 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.Review invoices for accuracy and proper coding before payment submission.Perform credit card coding and reconciliation for assigned corporate accounts.Research and resolve vendor payment discrepancies and billing issues.Track departmental expenditures and support budget monitoring and reporting.Coordinate with Accounts Payable to support timely invoice processing and payment.Coordinate administrative functions supporting IT operations and projects.Maintain technology inventory, asset tracking, equipment lifecycle schedules, and replacement programs.Coordinate hardware orders, equipment deployments, recycling, and inventory replenishment.Support project mobilization and demobilization activities, including vendor coordination, scheduling, and service activation or cancellation.Maintain project schedules and status reports for technology-related initiatives.Coordinate project site technology requirements, including internet, wireless, printing, security, and conference room systems.Document technology assets, software licensing, subscriptions, and service agreements.Maintain corporate travel systems and employee traveler profiles.Coordinate conference registrations, attendance logistics, and travel arrangements.Assist with planning and execution of corporate meetings, conferences, and company events.Coordinate sponsorships, memberships, and related corporate partnerships.Provide support for travel-related issues and employee travel assistance.Administer assigned corporate accounts and administrative systems, including user maintenance, permissions, and record management.Assist with SharePoint sites, document libraries, forms, and departmental records.Coordinate Amazon Business account administration, purchasing approvals, and payment processing.Support onboarding and offboarding activities related to assigned administrative systems.Develop and maintain procedures, documentation, and training materials.Research and prepare recommendations for process improvements and operational initiatives.Support data cleanup, data validation, data pulling, and reporting.Assist with SharePoint site and survey development, budget tracking, presentations, and executive reporting.Participate in special projects and strategic initiatives as assigned. Required Qualifications Three to five years of experience in administration, operations, project coordination, or office management.Strong organizational skills.Strong analytical skills.Strong communication skills.Advanced proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.Ability to support multiple administrative, operational, and project-related activities. Preferred Qualifications Associate degree in Business Administration or a related field.Bachelor's degree in Business Administration or a related field.Experience with ERP software.Experience with corporate travel management systems.Experience with expense management platforms.Experience with contract management systems.Experience with purchasing applications. Skills & Competencies Administrative operationsOffice managementProject coordinationVendor managementContract administrationContract renewalsPurchasing and procurementInvoice processingBilling reconciliationBudget trackingExpense managementCorporate travel administrationEvent coordinationTechnology inventory managementAsset trackingProject schedulingMicrosoft ExcelMicrosoft PowerPointMicrosoft Office SuiteSharePointData cleanup and validationData reportingAnalytical thinkingProcess improvementOrganizationCommunicationDocumentation and trainingCross-functional collaboration Education & Experience EducationAssociate or bachelor's degree in Business Administration or a related field is preferred.Experience3–5 years of experience in administration, operations, project coordination, or office management.Experience with ERP, corporate travel management, expense management, contract management, and purchasing applications is preferred. Work Arrangement & Schedule Work Arrangement: OnsiteLocation: Littleton, Massachusetts, United StatesEmployment Type: Not specified in the provided job description.Required Attendance: 5 days per week in Littleton, MA.Weekly Hours: Not specified.Hybrid Work: Not available.Schedule Flexibility: Not specified.Weekend Requirements: Not specified. Location clarification: The listing initially identifies the position as "Hybrid," but the job description explicitly states that the position is 5 days a week in Littleton, MA and hybrid is not available. The explicit five-day onsite requirement is used as the primary work-arrangement information. Compensation & Benefits Compensation: Salary not specified in the provided job description.Medical: Medical plans for eligible team members and dependents.Dental: Dental plans for eligible team members and dependents.Vision: Vision plans for eligible team members and dependents.Employee Assistance Program.Life insurance.Disability benefits.401(k) plan with matching.Tuition reimbursement.Employee referral program.Paid time off. Compliance / Additional Information The Middlesex Corporation provides equal employment opportunities to all team members and applicants and prohibits discrimination and harassment based on race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.The position may involve access to administrative systems, technology assets, vendor information, purchasing systems, and corporate records. Responsibilities and duties may vary based on organizational and project needs.