{"id":1159196,"url":"https://alion.io/job/harrisgbs-administrative-operations-coordinator","title":"Administrative Operations Coordinator","company":{"id":2669931,"name":"Harris GBS","domain":"harrisgbs.com","url":"https://alion.io/company/harrisgbs","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":8,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":40,"computed_at":"2026-11-02T06:13:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Canada"],"countries":["CA"],"hiring_countries":["CA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":25000,"max_usd":47000,"period":"year","method":"role_country_seniority_unknown","sample_n":1125},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-06-11T00:00:00Z","employer_posted_date":"2026-06-11","last_verified_at":"2026-11-02T20:52:13Z","board_verified":true,"closed_at":null,"days_open":145,"trust":{"level":"stale","repost_count":0,"flags":["stale"],"days_open":144},"description":"Position Summary\nThe Administrative Operations Coordinator provides administrative and operational support to various teams across the organization. The role is responsible for coordinating administrative activities related to customer accounts, software licenses, maintenance agreements, hardware orders, invoicing preparation, renewals, operational follow-ups, and internal administrative processes.\nThe ideal candidate is organized, detail-oriented, autonomous, and able to manage multiple priorities in a fast-paced environment.\nKey Responsibilities\nCustomer and Contract Administration\nSet up and maintain maintenance agreements within internal systems\nPrepare, send, and follow up on maintenance agreements and related customer documentation\nEnsure receipt of signed customer documents and agreements\nCreate and update customer accounts and information within internal systems\nCommunicate required customer account or contract changes to the Finance department and other internal teams\nAssist with customer renewal follow-ups and administrative requests\nOperational Support\nSupport the administrative processing and follow-up of customer orders, software license activations, maintenance agreements, hardware requests, and related operational activities\nCoordinate and follow up on RMAs completion\nAssist with customer account administration, service requests, account changes, and operational follow-ups\nAssist in coordinating installation and service schedules with internal teams\nPrepare and maintain operational and customer-related administrative files\nPerform customer and internal follow-ups as required\nBilling and Finance Support\nReview and prepare service tickets for invoicing prior to submission to Finance\nPrepare commission-related reports and supporting documentation for Finance Assist with weekly overtime and on-call tracking processes\nSupport monthly operational and finance administrative requirements\nAssist with lease application administration, including communication with leasing companies and customers, document preparation, follow-ups, and submission of required documentation\nPrepare backup files and administrative reports related to customer services, cloud credits, and other operational activities\nReporting and Administrative Coordination\nAssist in gathering, organizing, and preparing reports and operational information from various internal systems and data sources\nSupport the preparation and maintenance of operational tracking files and internal administrative reports\nAssist management and internal teams with administrative reporting and operational follow-ups\nIdentify opportunities to improve, streamline, and automate administrative and operational processes, including the use of AI and other productivity tools.\nGeneral Administrative Support\nCoordinate appointments and administrative activities\nOrder office supplies and maintain office administrative organization\nMaintain organized administrative records and documentation\nProvide general administrative support to various departments as required\nPerform all other related administrative and operational duties as assigned\nQualifications\nDiploma in Administration\nOffice Management, or equivalent experience\nPrevious experience in an administrative or operational support role\nStrong organizational and time management skills\nAttention to detail and ability to manage multiple priorities\nProficiency with Microsoft Office applications\nStrong written and verbal communication skills in\nEnglish mandatory and French (nice to have)\nAbility to work independently and collaboratively in a team environment\nAssets\nExperience in a software, technology, retail, or service-based environment\nExperience using ERP, CRM, or internal business systems\nFamiliarity with invoicing, contract administration, customer account administration, software licensing, or service renewals\nExperience supporting operational reporting or administrative tracking 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