ATE Support Services Administrator

JOB PURPOSE

The Support Services Administrator is responsible for ownership and oversight of administrative, billing coordination, and operational support functions across the organization. This role ensures efficient operations, consistent execution of internal processes, and effective management of support staff, including the Customer Relations Specialist and virtual assistants. The Support Services Administrator partners with internal departments to support operational workflows, ensure alignment across teams, and maintain consistent execution of company processes.

Responsibilities

• Oversee daily office and administrative operations, including workflow coordination, process execution, task prioritization, and team performance management.
• Supervise administrative staff and virtual assistants, ensuring timely completion of invoicing, statements, collections follow-up, payment applications, and related administrative functions.
• Review account status and aging reports to identify risks, discrepancies, collection concerns, or items requiring escalation.
• Ensure compliance with established billing procedures, operational processes, and internal controls.
• Partner cross-functionally with Finance and other departments to support process alignment, account resolution, escalations, and operational efficiency.
• Manage and maintain internal systems and operational tools, including Smartsheet workflows, automations, reporting, and data integrity.
• Manage company vendor accounts (e.g., FedEx, Amazon, Uline), including purchasing, account administration, billing reconciliation, and issue resolution.
• Oversee general office operations, including mail distribution, outgoing shipments, office and breakroom supply inventory, workplace organization, and vendor coordination.
• Cook up team lunches, employee engagement activities, and office events.
• Provide ongoing administrative and operational support to leadership and cross-functional teams as needed.

Requirements

• 3-5+ years of experience in office management, operations, or similar role.
• Experience managing billing workflows or accounts receivable coordination.
• Experience supervising or coordinating support staff preferred.
• Proficiency in Microsoft Excel and Microsoft 365 applications.
• Experience with Smartsheet or similar workflow tools preferred.
• Strong organizational, multitasking, and problem-solving skills.
• Ability to manage multiple priorities independently.
• Excellent written and verbal communication skills.
• Strong attention to detail and accountability.
• Ability to work cross-functionally with internal teams and departments.