Apply on Employer Site

Specialized Security Services, Inc. · 2 months ago

Business Operations Project Administrator

Plano, Texas

Full-time

Onsite

Mid, Senior Level

5+ years exp

Specialized Security Services, Inc. has been assisting organizations with information security and regulatory compliance programs for over two decades. The Business Operations Project Administrator is responsible for managing schedules, preparing action plans, and ensuring contract compliance while collaborating with various teams.

ConsultingSecurity

Responsibilities

Verifying the availability of in-house and external participants for planned meetings

Sending out reminders of scheduled meetings

Managing and confirming travel bookings and arrangements

Keeping stakeholders informed of project timelines and associated deadlines

Answering scheduling queries via email and phone

Documenting scheduling processes and keeping records

Ensure that all records are accurate and up to date

Write contract letters and other communications and notices

Attending meetings to assess progress on projects which are in motion and take detailed notes to share with stakeholders

Develop contract proposals to support organizational goals

Draft and revise contracts as updates become available. Review and update existing contracts

Analyze contracts to ensure they comply with state and federal laws and regulations

Report status of current contract processes to management

Create language standards and rules for existing and new contracts

Proactively resolve any existing contract conflicts

Work with legal, HR, and all relevant involved teams to ensure contract compliance

Analyze potential risks involved with specific contract terms

Ensure that employees understand and comply with company contracts

Collaborate with sales team and internal business partners on contract details

Maintain organized system of physical and digital records of contracts, records, and other documentation

Explain terms and conditions to managers and interested parties

Stay up-to date with legislative changes and coordinate with the legal department as needed

Serve as a liaison between internal and external parties during contract development and scheduling stages

Provides detailed and accurate deliverables in a timely manner

Prioritizes workload and takes a proactive approach to troubleshooting roadblocks to avoid setbacks

Team-oriented, able to collaborate and assist with internal and external customers

Excels in managing projects in a rapidly changing fast-paced environment

Performs other duties as assigned

Qualification

Contract administrationScheduling practicesMicrosoft 365Travel managementAnalytical thinkingInterpersonal skillsCommunication skillsAttention to detailProblem-solvingNegotiation skills

Required

Minimum 5 years of professional experience working with internal and external customers

A minimum of two years' experience demonstrating solid knowledge of scheduling practices and experience in a similar role. Advanced knowledge of confirming and rescheduling appointments, as well as recordkeeping practices

3+ years prior experience in a contract administration role or a related field

Extensive experience with office software, including Microsoft 365, Word, Excel, Outlook, and CRM tools

Previous experience managing travel bookings and arrangements

Excellent organizational, interpersonal, and communication skills

Ability to perform more than one task at a time and solve problems quickly and proactively

Excellent reading and language comprehension

Ability to work with a team at all levels of an organization

Has strong negotiation and mediation skills

Possesses superior attention to detail to spot inconsistencies in contracts

Must have excellent analytical thinking skills and problem-solving abilities

Displays exceptional judgement, professional integrity, and discretion

Strong interpersonal skills must be able to read the room, think strategically, and problem solve