ADMINISTRATION SPECIALIST JOB DESCRIPTION

An Administration Specialist keeps things moving. Behind every well-run corporate office is someone who owns the daily coordination layer that managers and executives cannot afford to think about: calendar conflicts resolved before the day starts, vendor contracts filed and current, procurement requests processed inside policy, and new hires guided through their first week without friction. In corporate environments that span multiple departments or international affiliates, this role answers to mid-level and senior business leaders who measure its output in uptime, not output. Getting it wrong means missed approvals, disorganized expense cycles, and onboarding gaps that slow entire teams.

What employers mean by multi-stakeholder coordination is rarely defined here, so the day-to-day coordination work behind the title fills that gap.

As the Administration Specialist, you will own the operational backbone of a corporate office or business unit, coordinating scheduling, procurement, vendor relationships, expense reporting, and internal communications so that department leaders can focus on strategic work. You will support multiple managers or directors across functions, with scope that may extend to cross-border affiliates or multi-campus environments depending on organizational structure.

Career Impact: Mastery of corporate administration at the multi-stakeholder level, including procurement policy, cross-functional coordination, and executive calendar management, is the foundation employers consistently require before advancing professionals into Office Manager or Operations Manager roles.

Business Impact: Department heads and senior directors depend directly on this role's output to keep approval cycles, vendor contracts, and onboarding timelines on track, making delays in this seat immediately visible to leadership.

Growth Opportunity: Working across procurement, finance, HR, and executive functions within a single role builds a cross-functional portfolio that broadens eligibility for Operations Coordinator or Department Manager positions within two to four years.

• Manage complex calendars for multiple managers or directors, resolving conflicts and prioritizing meetings against stated business objectives.
• Coordinate domestic and international travel arrangements including booking, itinerary preparation, and expense reconciliation within corporate policy.
• Support procurement activities by sourcing suppliers, processing purchase requests, and maintaining vendor records in compliance with internal regulations.
• Administer onboarding and offboarding processes for new and departing staff, covering equipment setup, system access, and documentation.
• Consolidate and distribute internal communications, reports, and presentations for department meetings, town halls, and leadership reviews.
• Liaise with cross-functional teams and external vendors to resolve operational issues and ensure continuity of office services.
• Monitor budget and expense activity, track departmental spending against approved plans, and flag variances for management review.

Expense reconciliation and calendar management reinforce each other here, and how to frame these duties on a resume shows how to present both.

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.
• Two or more years of administrative support experience in a corporate or multi-department environment, with demonstrated coordination across multiple stakeholders.
• Strong written and verbal communication skills with the ability to interact professionally at all organizational levels.
• Proficiency in productivity and office software suites sufficient to produce reports, presentations, and correspondence without direct supervision.
• Demonstrated ability to manage multiple concurrent priorities under time pressure while maintaining accuracy and confidentiality.
• Working knowledge of procurement, expense management, or vendor administration processes within a corporate policy framework.

Platform proficiency is only one of several requirements listed, and which competencies postings require lays out the full set.

• Experience supporting C-suite or senior director-level executives in a shared services or dedicated support capacity.
• Exposure to international or cross-border operations, including coordination across time zones or affiliate offices in different countries.
• Familiarity with HRIS platforms or onboarding workflow tools used in HR-adjacent administrative functions.
• Prior experience in a multinational organization with structured procurement or category management processes.

• Calendar conflict rate, measured as the percentage of scheduling issues resolved before the business day begins.
• Expense report cycle time, reflecting how consistently corporate card submissions are filed within the policy deadline.
• Vendor contract currency rate, tracking the percentage of active supplier agreements with current documentation on file.
• Onboarding task completion rate, measuring whether new hire administrative steps are closed within the first week.
• Internal communication delivery accuracy, reflecting whether distributions reach the correct lists with zero misdirected sends.
• Typical tools: productivity suites (commonly Microsoft 365 or Google Workspace); travel and expense platforms (commonly Concur or similar corporate T&E systems).

Onboarding completion rates, for one, get fuller context in administration specialist salary, certifications, and career path than this section allows.

• Base Salary Range: $48,000 to $68,000 annually, depending on scope and seniority
• Bonus: Discretionary performance bonus, typically 3 to 7 percent of base
• Equity: Not standard at this level in most corporate environments
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Hybrid work flexibility, professional development stipend, employee assistance program

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for all applicants. Employment in this role is contingent on successful completion of a background check. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations for individuals with disabilities are available throughout the application and employment process upon request.

Match your Concur administration skills to a resume that gets shortlisted.

The Administration Specialist owns the information flow between a Polish company and an Italian company, coordinating across banking, insurance, accounting, and leasing partners to keep operations accurate and compliant. Supporting the finance department of the Italian company and the broader internal team, this role enables smooth cash flow, expense control, and a positive organizational image.

Key Responsibilities

• Manage information flow between a Polish company and an Italian company.
• Cooperate with an external accounting office by providing the necessary and correct information.
• Prepare, correct, and settle "Delegacja" for employees and cash flows.
• Cooperate constantly with the finance department of the Italian company.
• Build a positive image of the company.
• Cooperate with banks, telecommunications, insurance, and leasing companies.
• Cooperate with the building administrator and control office expenses.
• Coordinate courier shipments and assist in the implementation of current projects.
• Organize internal company meetings, including annual team building events.
• Support medical and sports benefits for employees.

Required Qualifications

• High school Accounting degree or Bachelor's Degree.
• Fluent English and native Polish.
• Good verbal and written communication skills.
• Ability to prioritize and complete tasks within deadlines.
• Methodical, tidy, and well-organized approach to work.
• Knowledge of Microsoft Office, including Outlook, Word, PowerPoint, and Excel.

Embedded within the Corporate Benefits operations team, the Leave Administration Specialist delivers expert administration, interpretation, and process documentation of all company leaves across the United States and Puerto Rico, reporting to the Director of Payroll & Benefits. Working closely with HR Business Partners, Payroll, and IT/HRIS, this role ensures federal and multi-state leave compliance, accurate system configuration, and timely employee communications that protect both the organization and its workforce.

Core Functions

• Oversee day-to-day leave administration processes for all U.S. and Puerto Rico-based employees, inclusive of corporate policies, FMLA, and individual state mandates.
• Serve as primary liaison with third-party Leave Administration vendor for monitoring, reporting, and approval of leaves.
• Administer leaves directly where not supported by the third-party leave administrator.
• Partner with HR and the local Branch to ensure leaves are addressed in a timely and accurate manner.
• Coordinate with Payroll for processing of internal paid leave benefits and partner with Benefits leadership on leave-related communications and processes.
• Provide timely and accurate communications to employees regarding leave of absence processes and policies.
• Maintain current knowledge of federal, state, and local leave legislation, including pending actions, and advise HR, managers, and employees on the interaction of leave laws with paid time off, workers' compensation, and disability benefits.
• Partner with IT/HRIS to ensure system configuration is consistent with leave process requirements, including tracking and reporting.
• Coordinate compliance with Leave Administration policies and ADA accommodations, preserving the confidentiality of employee medical documentation.

Qualifications & Experience

• College Degree from an accredited college or university in Human Resources or Business required.
• SHRM-CP or SHRM-SCP preferred.
• Completion of specialized FMLA/leave administration certification a plus.
• 4 or more years of professional Leave Administration experience.
• Expert knowledge of Federal and multi-state leave requirements, including FMLA, ADA, and related health and welfare regulations.
• Solid investigative and analytical skills sufficient to resolve problems and employee concerns.
• Strong interpersonal skills with effective verbal and written communication for all levels of stakeholders.
• Ability to manage a large, diversified workload in a fast-paced environment with strong detail orientation and time management skills.
• HRIS experience, including leave administration configuration and report writing, Ceridian Dayforce preferred.
• Intermediate knowledge of Microsoft Office, including PowerPoint, Word, Outlook, and Notes (expert knowledge of Excel).

Reporting to the Vice President of Sales, the Administration Specialist shapes analytical, administrative, and tactical sales support across pricing, products, and promotions for a global sales team. Partnering with multiple Sales Directors and cross-functional team members, this role enables consistent sales performance reporting, streamlined field communications, and execution of strategic initiatives that advance the department's goals.

Primary Duties

• Provide administrative support to Area Sales Directors, including calendar management, expense reconciliation, and travel booking.
• Assist with the development of PowerPoint presentations and deploy training materials to support the field team.
• Collaborate with cross-functional team members to address and communicate sales operations issues to sales directors.
• Summarize historical and current sales metrics and KPIs, gather and share sales performance data, and maintain Sales SOPs.
• Assist with screening candidates for open sales roles and participate in internal sales meetings as requested.
• Understand, document, and communicate field team needs and requirements.
• Accomplish department goals by accepting ownership for new requests and exploring opportunities to add value.
• Meet daily, weekly, and monthly email communication goals in accordance with leadership's strategic plan.
• Represent the department and organization professionally in accordance with established company standards at all times.

Skills & Qualifications

• Minimum 1 to 5 years of administrative experience in a professional environment.
• Authorization to work in the United States indefinitely without restriction or sponsorship.
• Thorough working knowledge of Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word; advanced Excel preferred.
• Salesforce or Microsoft Dynamics experience preferred.
• Experience navigating data from various sources to facilitate optimal decision-making.
• Exceptional verbal and written communication, presentation, and organizational skills with strong attention to detail.
• Ability to handle multiple responsibilities, meet deadlines, work under pressure, and adapt to a changing environment.
• Ability to communicate effectively at all levels, exercise good judgment in confidential matters, and demonstrate ethical decision-making.

Sitting at the intersection of technical electoral expertise and international development, the Senior Electoral Administration Specialist leads capacity building, legal reform, and electoral operations for key institutions including Electoral Management Bodies, Constitutional Courts, and Elections Directorates in developing country settings. Operating across government counterparts, donor communities, and international stakeholders, this role advances credible, inclusive electoral processes and maximizes the collective impact of technical assistance programs.

Duties

• Build and foster technical capacity of electoral management bodies (EMBs) including the Ministry of Territorial Administration, Election Commission, Constitutional Court, and General Elections Directorate.
• Conduct ongoing assessment of EMB capacity and establish a technical assistance plan based on a proposed election calendar.
• Serve as lead expert in implementing the electoral integrity management plan and advise on improvements to electoral systems and procedures.
• Develop and provide advice on training programs on electoral laws and regulations, including training materials and guidebooks.
• Conduct strategic planning workshops and lead BRIDGE methodology trainings for EMB members and staff.
• Facilitate roundtable discussions with EMBs and international stakeholders on electoral framework and implementation issues.
• Liaise with election assistance implementers and the donor and diplomatic community to coordinate activities and maximize collective technical assistance impact.
• Develop and maintain constructive working relationships with national counterparts and democracy and governance organizations.
• Draft activity reports, collect monitoring and evaluation data, and contribute to quarterly, semi-annual, and annual reports.

Requirements

• At least 10 years of relevant experience in technical assistance for electoral administration, systems, and processes in developing countries.
• BRIDGE certification required.
• Extensive experience in election systems and administration with specific focus on electoral training, capacity-building of EMBs, and implementing electoral cycle projects in post-conflict settings.
• Demonstrated ability to develop effective training materials and conduct on-site, medium, and long-term capacity-building of election administration staff.
• Strong oral and written communication skills.
• Demonstrated initiative and problem-solving ability.
• Strong professional, collaborative management skills.

A key member of the Lease Administration department, the Lease Administration Specialist prepares and presents CAM reconciliations, property tax invoices, and occupancy charge reviews under established approval authority schedules while maintaining the lease database for rental charges. Collaborating across third-party field audit consultants, realty tax advisors, and internal management, this role enables accurate occupancy cost oversight and timely resolution of landlord billing disputes.

Functions

• Conduct timely preparation, first-level approval, and presentation to management of all CAM, property tax invoices, landlord-billed utilities, and other occupancy charges under the TJXC Approval Authority Schedule.
• Maintain and update the Lease Administration database for rental charges and reconciliations.
• Maintain day-to-day liaison with contracted third-party field audit and realty tax consultants and assist in determining consultant assignments.
• Create and maintain departmental reports including tracking of billings received, settled, and savings realized.
• Support Special Lease Administration Projects as determined by management.

Experience & Qualifications

• Post-Secondary Education in a related field such as math, science, economics, business, finance, or accounting, or equivalent industry experience.
• Minimum 2 years of related lease administration or occupancy payment experience on the landlord or tenant side preferred.
• Working knowledge of general ledgers, assets, liabilities, debits, credits, landlord accounting practices, and lease clauses and their impacts.
• Knowledge of Canadian realty tax assessment methodologies a plus.
• Property management software knowledge an asset.
• Strong lease interpretation skills with front-line negotiating experience and understanding of how to structure disputes for timely resolution.
• Excellent communication, interpersonal, time management, organizational, and problem-solving skills including attention to detail, analysis, and research.
• Intermediate computer skills including word processing and Excel spreadsheets.

Seamless executive operations at an early-stage startup depend on the Executive Administration Specialist, who manages the CEO's calendar, travel logistics, onboarding programs, and Google Slide decks for proposals while providing high-level support to the broader leadership team. Based within a cross-functional environment at Notch and reporting directly to the CEO, this role enables confident business management by ensuring all strategic priorities, events, and action items are tracked and executed with precision.

Accountabilities

• Manage the CEO's calendar to ensure all meetings and conflicts are resolved before each working day.
• Schedule travel for the executive team and other employees including hotel, airfare, and cars, and prepare travel itineraries.
• Organize CEO team onsite and offsite events and manage event logistics.
• Create onboarding programs for the CEO's direct reports including Google Slide decks.
• Coordinate org meetings, monthly all hands, and capture and follow up on action items.
• Work with cross-functional teams across Notch to execute on projects.
• Provide personal assistance as needed and submit monthly expense reports.

Technical Qualifications

• 3+ years supporting executives with some experience at CEO level.
• Solid track record of handling confidential information with high integrity.
• Excellent writing, communication, interpersonal, organizational, and problem-solving skills with high attention to detail.
• Ability to make data-driven decisions, take initiative on ambiguous tasks, and work with little oversight.
• Strong collaboration and team player skills including willingness to provide backup support and onboarding buddy support.
• Proficiency in gSuite, MacBook, Slack, Concur, Lattice, Lever, and Rippling HRIS.
• Reliable, trustworthy, and available to work outside normal business hours when required.

As the HRconnect Administration Specialist, this role delivers day-to-day internal communications, new hire onboarding coordination, and compliance tracking for the EMEA HR Connect organization, including management of SharePoint, distribution lists, and vendor-related administrative tasks. The HRConnect EMEA team relies on this work to ensure new employees are properly equipped and integrated, managers receive timely administrative support, and compliance obligations across tools and processes are consistently met.

Activities

• Serve as a point of contact for EMEA new hires from an administrative perspective, covering contacts, meeting plans, equipment setup, and basic company rules.
• Plan, monitor, and deliver new hire training on standard company applications and navigation.
• Manage calendars, emails, and distribution lists, including SharePoint and shared drives as requested.
• Organize office meetings and events, and create and distribute internal communications and Townhall presentations.
• Support managers with administrative tasks, compliance tracking for tool and vendor access, and process documentation.
• Maintain HRConnect EMEA distribution lists and ensure communications are sent to appropriate teams.
• Support online survey creation, lead tracking with external vendors, and help organize metrics and dashboards.

Position Requirements

• Bachelor's degree required, degree in Human Resources preferred.
• At least 2 years of experience in administration, management support, or an HR environment.
• Good English with excellent written and oral communication and customer service skills, including phone etiquette and attention to detail.
• Excellent organizational skills with the ability to handle multiple tasks and prioritize workload effectively.
• Proficiency in MS Office products and databases with a strong professional ethos.

Contract Administration Specialist manages the full lifecycle of contract requests for Crown Castle's Small Cell organization, from BPM workflow monitoring and data review through execution under the Crown Castle Commitment Authority Policy. The work directly supports productive relationships with internal and external customers, on-time deliverable forecasting, and continuous process improvement through automation and cross-functional project participation.

Operational Focus

• Monitor the BPM workflow to ensure all contract requests are actioned on time and review project data for completeness and accuracy.
• Proactively engage functional partners to resolve data discrepancies and prepare contracts per prescribed templates, guidelines, and policies.
• Ensure contracts are executed per the Crown Castle Commitment Authority Policy and approved by all appropriate parties.
• Forecast and manage deliverable timelines and meet production and quality assurance goals.
• Develop and maintain successful business relationships with internal and external customers and respond to inquiries in a timely and professional manner.
• Participate in and lead cross-functional projects, including process development, system enhancements, and new business integration.
• Actively participate in process documentation and automation initiatives and provide innovative solutions for contract development and execution.

Knowledge, Skills & Abilities

• High school diploma or equivalent required, Bachelor's Degree or equivalent in Business, Finance, or related field preferred.
• 5 or more years of experience in real estate leasing or licensing related to the cellular industry.
• Thorough knowledge of license agreements, compliance obligations, Contract Law, and interpretation.
• Strong analytical, problem-solving, and attention to detail.
• Ability to multi-task and prioritize.
• Excellent customer service and communication skills.
• Good project and time management abilities.
• Proficient in J.D. Edwards or other systems and Microsoft Office, including Excel, Word, Access, and PowerPoint.

The Administration Specialist delivers full-cycle vehicle administration from inventory loading through post-sale reporting, managing customer queries, pre-sale checks, payment collection, and transport logistics within a high-paced automotive auction environment. Supporting both internal teams and external buyers, this role enables accurate, timely vehicle processing and maintains the quality of auction operations from reserve setting through final documentation.

Key Deliverables

• Perform general administration from loading inventory through to the administration of vehicles sold at auction.
• Record and respond to customer and internal queries and complaints, liaising with customers and internal teams as required.
• Conduct pre-sale administration, including loading and checking vehicle data, posting to sales events, administering reserve setting, and checking loose items.
• Produce and distribute pre-sale and post-sale reports.
• Report on purchased stock and manage the collection of overdue payments from buyers.
• Manage vehicle collection, process transport requests, and distribute loose items and documentation.

Professional Experience

• Previous experience in an administrative function in a high-paced office environment required.
• Automotive experience beneficial.
• Good written and spoken communication skills.
• Excellent organisation and time management skills.
• Proficiency in Microsoft Office tools, including Excel and Word.
• Strong team player who thrives in a collaborative environment.

Embedded within the Huawei Warsaw Research Center, the Administration Specialist builds administrative infrastructure across open space facilities, asset supplies, health and safety, and onboarding and offboarding processes in compliance with local laws and regulations. Working closely with internal stakeholders and external vendors, this role enables smooth daily operations by managing procurement, internal policies, and IT tools in a multicultural environment.

Areas of Ownership

• Support the administrative business management of the Huawei Warsaw Research Center, including open space facilities, asset supplies, health and safety, communication, and events.
• Take responsibility for internal policies, processes, standards, internal control requirements, and IT tools.
• Manage administrative purchases in accordance with internal regulations.
• Support onboarding and offboarding processes.
• Ensure compliance with local laws and regulations.

Background & Experience

• 1 to 2 years of experience in a similar position.
• Fluency in Polish and English at a minimum B2 level.
• Good knowledge of MS Office.
• Good organizational skills with the ability to manage multiple tasks simultaneously in a fast-changing environment.
• Strong service orientation and communication skills.
• Familiarity with Asian culture is an asset.

Reporting to the leadership of SEI Canada's fund administration function, the Fund Administration Specialist builds daily oversight of NAV processes, regulatory filings, financial statements, audit coordination, and expense monitoring for SEI Canada's investment funds. Partnering with SEI's global teams and third-party service providers, this role ensures the funds remain in compliance with corporate policies, IFRS requirements, and National Instruments regulations while enabling accurate, timely delivery of fund information to internal and external stakeholders.

Role Responsibilities

• Lead institutional clients through discovery processes to gain new insights into business financial and portfolio goals.
• Conduct oversight of Fund NAV processes, trade reconciliations, and corporate actions, and work with third-party providers on Fund market openings.
• Ensure appropriate regulatory disclosure for investment products and changes in IFRS accounting policies.
• Coordinate Fund audits, including engagement planning, responding to audit queries, and preparing related documentation.
• Prepare and review Fund expense budgets, including MER tracking and waivers and absorptions.
• Ensure accurate and timely delivery of recurring and ad hoc Fund information, including performance, portfolio holdings, and security classifications for internal and external users.
• Monitor funds of funds for out-of-tolerance positions and generate proposed rebalancing trades for approval and execution.
• Design and enhance financial reporting controls, maintain accurate operational procedure documentation, and identify and implement process improvement initiatives.

Education & Experience

• University degree in accounting, business, finance, or economics.
• Related investment industry courses such as Investment Funds in Canada, Canadian Securities Course, or Exempt Market Proficiency Course.
• Investment industry experience with a focus on fund accounting and financial reporting.
• Deep understanding of IFRS and regulatory requirements under National Instruments 31-103, 81-102, and 81-106.
• Detailed understanding of securities pricing, performance calculations, NAV impact, derivatives, and financial statement disclosure requirements.
• Advanced Microsoft Office skills, particularly Excel.

Sitting at the intersection of procurement operations and category strategy, the Administration Specialist supports sourcing business plans, Category target development, Annual Category Plan preparation, and supplier segmentation for a multinational organization. Operating across category managers, domain leads, and internal business stakeholders, this role enables accurate Procurement Balanced Scorecard reporting and efficient day-to-day procurement administration.

Job Functions

• Support implementation of sourcing business plans and provide administrative support for Category target development and Annual Category Plan preparation.
• Assist in consolidating information and reporting to inform the Procurement Balanced Scorecard.
• Perform administrative tasks related to collecting supplier, market, Category, and internal business information at Category and sub-category levels.
• Assist with supplier segmentation, contract management, ad hoc reporting, and vendor audit and corrective action coordination.
• Manage day-to-day procurement administrative activities, including calendar management, scheduling, travel planning, and expense reporting.
• Manage distribution lists and support miscellaneous project management, including site events, town halls, and team building sessions.
• Support domain managers in onboarding and offboarding associates and helping them complete required processes and training.

Minimum Qualifications

• University or advanced level degree preferred.
• Experience as an administrative expert, ideally in a multinational organization.
• Excellent verbal and written English communication skills.
• Excellent MS Office skills, including Word, PowerPoint, and Excel.
• Ability to adapt to a fast-changing environment with flexibility, proactivity, and a solution-oriented approach.

A key member of the global Admin Specialist team, the Administration Specialist owns high-volume calendaring, travel coordination, and expense support for multiple executive clients across campuses, applying client-specific business priorities to every scheduling and logistics decision. Collaborating across a global network of Administrative Assistants and partnering directly with executives, this role enables seamless meeting coordination, compliant expense reporting, and consistent service delivery within defined program scope and service level agreements.

What You'll Do

• Provide remote high-volume calendaring, travel, and expense support to multiple clients during designated support hours.
• Manage complex calendars, schedule internal and external meetings, and handle recurring and ad hoc meetings and room bookings across campuses.
• Establish ongoing client relationships to learn business priorities and apply them to support, partnering with clients and other Administrative Assistants for meeting coordination.
• Provide proactive time management recommendations and educate clients on program goals, scope, and service level agreements.
• Coordinate domestic and international travel via Concur and prepare and submit corporate card expense reports.
• Draft and send communications to clients about transitions or changes in support and provide coverage for Admin Specialist colleagues.
• Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing.

Qualifications & Experience

• Experience providing administrative support to two or more executives, including calendar management, travel logistics, and expense reports.
• Experience prioritizing multiple tasks and activities with high-volume coordination, such as shared services or recruiting coordination.
• Experience building relationships across a large company and exercising judgment and discretion in line with company policies.
• Customer service experience with strong interpersonal skills.
• Good at Microsoft Office.

Reliable campus operations and sound financial controls depend on the Administration Specialist, who coordinates administrative needs, reviews and approves credit card transactions, executes accounting and purchasing tasks, and serves as liaison for all of Campus Administration at Kwik Trip. Based within the Campus Administration department and reporting to campus leadership, this role enables efficient workflows by analyzing office efficiencies, supporting campus initiatives, and providing training across internal teams.

Day-to-Day Responsibilities

• Coordinate the administrative needs of the Campus Administration department.
• Develop and support clerical functions.
• Review and approve credit card transactions monthly.
• Execute accounting and purchasing tasks for the department.
• Develop workflow by analyzing efficiencies and utilization of technology and physical office space.
• Coordinate and manage projects to support campus initiatives.
• Serve as liaison for all of Campus Administration and provide training as necessary.

Skills & Qualifications

• Bachelor's Degree or equivalent experience.
• 3 to 5 years of similar experience in a business field.
• Retail store experience a plus.
• Knowledge of company policy, procedures, and internal structures, systems, and services of Kwik Trip, Inc.
• Proficiency in Microsoft Office applications, 10-key calculators, and office equipment.
• SAP experience a plus.
• Excellent grammar, writing, organizational, telephone etiquette, and customer service skills.
• Ability to communicate effectively orally and in writing.
• Must maintain confidential information.
• Ability to collect, analyze, and summarize data from various sources.
• Flexibility to adapt to a dynamic and changing work environment.

As the Administration Specialist, this role leads supplier qualification, contract negotiation, and procurement strategy for a local office while managing facility operations, budget control, and administrative procedures. The office operations function relies on this work to ensure continuity of supplier services, achievement of cost savings targets, and a well-managed physical environment that supports the broader organization.

Scope of Work

• Perform a wide variety of administrative support duties for the local office, including facility management and goods and supplier management.
• Source and qualify potential suppliers, set up supplier resource pools, and negotiate and sign contracts to maximize company benefit.
• Organize regular supplier communication and establish strong business relationships.
• Control budget and expenses, coordinate management of office space and related services, and prepare and launch administrative procedures.
• Collect cost information, build cost benchmarks, and develop long-term procurement strategies to achieve cost savings targets.
• Evaluate risk and develop and implement risk prevention and mitigation plans to ensure continuity of supplier service.

Professional Experience

• Bachelor's degree or higher required, Business Management preferred.
• Minimum 2 to 3 years of experience in office administration or procurement.
• Good command of spoken and written English.
• Strongly developed management, organizational, and self-discipline skills.
• Good organization of your own and others' work.
• Ability to cooperate smoothly with team members.
• Proven ability to work under pressure and meet tight deadlines.

Administration Specialist oversees daily administrative, accounting, and financial control activities, including pro forma invoices, weekly cash flow reporting, payroll calculations, and VAT preparations for a company with a Greek affiliate office. The work directly supports compliance with accounting standards and provider documentation requirements while enabling sound financial planning and transparent communication with the accounting agency, legal partners, and clients.

Work Activities

• Organize and control daily administrative activities and prepare and control pro forma invoices and invoices.
• Conduct financial planning and control of weekly cash flow at the company level, and perform reporting and analysis of cash flow based on inflows and outflows.
• Conduct daily audit and cooperate with the accounting agency, clients, and legal partners.
• Prepare calculations and payment of monthly earnings and compose payroll budgets.
• Implement policies and procedures within the team and communicate with facility management and other providers.
• Monitor all relevant documentation in compliance with providers and conduct weekly analysis of free cash investments.
• Maintain daily communication with the Greek office.

Qualifications & Experience

• University degree preferably in Economics with a major in Accounting, Finance, or Auditing.
• Minimum 2 years of experience in accounting or finance.
• Solid knowledge of accounting and VAT preparations.
• Advanced English language skills, both written and spoken.
• Excellent knowledge of MS Office, especially Excel and PowerPoint.