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Thorpe Specialty Services Corporation · 9 hours ago

Operations Administrative Specialist

Houston, TX

Full-time

Onsite

Entry, Mid Level

2+ years exp

Thorpe Specialty Services Corporation is seeking an Operations Administrative Specialist to manage project administration and financial coordination. The role involves setting up projects, maintaining records, preparing invoices, and ensuring compliance with company policies and regulatory requirements.

Responsibilities

Set up new projects in the system, ensuring accurate entry of lump sum and time-and-materials (T&M) details

Maintain and update project records, ensuring data accuracy and completeness

Serve as a point of contact for project-related administrative inquiries

Prepare, review, and issue invoices for both lump sum and T&M projects

Collaborate with project managers and finance teams to resolve billing discrepancies

Track accounts receivable and follow up on outstanding payments to ensure timely collections

Monitor project timelines and milestones to ensure smooth execution and completion

Assist with generating reports related to project performance, costs, and billing

Support the implementation of operational processes and identify opportunities for improvement

Ensure adherence to company policies, procedures, and regulatory requirements

Maintain accurate and organized records, including contracts, invoices, and project documents

Coordinate with third-party providers and ensure compliance with licensing requirements

Qualification

Microsoft Office SuiteERP systemsBilling processesOrganizational skillsCommunication skillsInterpersonal skillsDetail-oriented

Required

Bachelor's degree in Business Administration, Accounting, or a related field

2-4 years of experience in administrative or operational roles, preferably in construction, contracting, or a similar industry

Strong organizational and multitasking skills

Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ERP systems (e.g., eCMS, SAP)

Excellent communication and interpersonal skills

Basic understanding of billing, collections, and procurement processes

Detail-oriented with the ability to identify and resolve discrepancies

Ability to lift and carry 10 pounds

Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits employee to communicate effectively

Ability to sit for prolonged periods of time with or without reasonable accommodation

Sufficient vision or other powers of observation, with or without reasonable accommodations, which permits employee to investigations

Sufficient manual dexterity with or without reasonable accommodation, which permit the employee to perform routine office duties

Sufficient personal mobility and physical reflexes, with or without reasonable accommodations to perform office duties and travel when necessary to off-site locations

The employee must be able to perform the essential functions of the job with or without reasonable workplace accommodation

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required

Applicants must be authorized to work for any employer in the U.S