Administrative Coordinator - Operations (Hybrid)

About the Company

The Middlesex Corporation is committed to providing a professional, collaborative work environment where employees can contribute to operational excellence and organizational growth. The company supports its teams through effective administration, technology, project coordination, and business operations.

About the Role

The Middlesex Corporation is seeking an Administrative Operations Coordinator to provide operational, project, purchasing, vendor, travel, and administrative support across the Administration and Information Technology departments. This role serves as a key liaison between internal teams and external vendors, supporting contract administration, procurement, billing, technology inventory, corporate travel, events, reporting, and special projects. The ideal candidate is highly organized, analytical, detail-oriented, and comfortable managing multiple priorities. Please note: This position requires working 5 days per week onsite in Littleton, Massachusetts. Hybrid work is not available.

Key Responsibilities

• Maintain corporate and IT vendor contracts, agreements, renewals, and related documentation.
• Manage contract renewal calendars and coordinate timely renewals with vendors and internal stakeholders.
• Maintain contracts within the company's contract management system.
• Handle vendor communications regarding renewals, billing inquiries, service changes, and contract administration.
• Create purchase orders and process invoices while verifying accuracy and coding.
• 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.
• Cook up with Accounts Payable to facilitate timely invoice processing and payments.
• Maintain technology inventory, asset records, lifecycle schedules, and replacement programs.
• Cook up hardware orders, equipment deployments, recycling, and inventory replenishment.
• Support technology project mobilization and demobilization, including vendor coordination, scheduling, and service activation or cancellation.
• Maintain project schedules and status reports for technology initiatives.
• Cook up technology requirements for project sites, including internet, wireless, printing, security, and conference room systems.
• Maintain documentation for technology assets, software licenses, subscriptions, and service agreements.
• Administer corporate travel systems and employee traveler profiles.
• Cook up conference registrations, travel logistics, corporate meetings, and company events.
• Support sponsorships, memberships, and corporate partnerships.
• Aid employees with travel-related issues and administrative support.
• Administer assigned corporate accounts and systems, including user maintenance, permissions, and records.
• Cook up SharePoint sites, document libraries, forms, surveys, and departmental records.
• Cook up 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.
• Conduct research and prepare recommendations for process improvements.
• Support data cleanup, validation, data extraction, reporting, presentations, and executive reporting.
• Participate in special projects and strategic initiatives as assigned.

Required Qualifications

• Associate or bachelor's degree in Business Administration or a related field preferred.
• 3–5 years of experience in administration, operations, project coordination, or office management.
• Strong organizational, analytical, and communication skills.
• Advanced proficiency with Microsoft Office Suite, particularly Excel and PowerPoint.
• Ability to manage multiple priorities, deadlines, vendors, projects, and administrative responsibilities.
• Strong attention to detail and accuracy in documentation, purchasing, billing, and reporting.
• Ability to work collaboratively with IT, Administration, Accounts Payable, vendors, and other internal stakeholders.
• Ability to work onsite five days per week in Littleton, Massachusetts.

Preferred Qualifications

• Experience with ERP software.
• Experience with corporate travel management systems.
• Experience with expense management platforms.
• Experience with contract management systems.
• Experience with purchasing and procurement applications.
• Experience with SharePoint administration or document management.
• Experience supporting technology operations or IT projects.
• Experience with vendor management, invoice processing, and budget tracking.
• Experience developing procedures, training materials, reports, or process improvement recommendations.

Benefits & Perks

• Medical, dental, and vision insurance for eligible employees and dependents.
• Employee Assistance Program.
• Life insurance.
• Disability benefits.
• 401(k) plan with company matching.
• Tuition reimbursement.
• Employee referral program.
• Generous paid time off.

Equal Opportunity Statement

The Middlesex Corporation is an Equal Opportunity Employer. The company 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 any other characteristic protected by applicable law.