Operations Administrator

🔥 0 minutes ago

🇺🇸 United States – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 10%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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YA Group

WebsiteLinkedInAll Job Openings

501 - 1000 employees

Founded 1997

💼 Consulting

🏗️ Construction

🛡️ Insurance

💰 Private equity on 2021-09

Consulting • Construction • Insurance

YA Group is a global technical consulting firm that provides forensic, engineering, environmental, construction, and claims-related expert services to clients who need clarity in complex, high-stakes matters. Their offerings include accident reconstruction and biomechanics, forensic engineering and architecture, construction consulting and quantity surveying, environmental investigations, forensic accounting, litigation support and expert witness services, project and program management, owner’s representation, testing and laboratory services, and insurance claims consulting. The firm emphasizes technical excellence, interconnected multidisciplinary teams, rapid local response from a global expert network, and over 25 years of experience delivering services for construction, insurance, legal, government, and corporate clients.

📋 Description

• Manage project administration from intake and initial setup through ongoing maintenance and closure support • Review project setup requests for completeness and accuracy; support conflict-check procedures and apply client, billing, rate, budget, reference, and documentation requirements • Create, modify, and maintain project, client, contact, billing, and related operational records in NetSuite and other company systems • Create and maintain standardized project folder structures in Egnyte and assist engineers with file-management questions or issues • Review, approve, reject, and track time entries and expense submissions; follow up on missing or incomplete information • Perform billing-readiness reviews and help resolve administrative issues that could delay invoicing, reporting, or project progression • Maintain operational trackers, recurring controls, project records, and supporting documentation; research historical records and resolve data discrepancies • Serve as a primary operational and administrative resource for engineers through email, Microsoft Teams, telephone, and screen-sharing sessions • Provide first-line troubleshooting for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related processes; escalate technical issues when appropriate • Receive and route project intake inquiries from clients, insurance carriers, attorneys, and other external contacts • Coordinate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal groups to resolve project and process issues • Review project information, system entries, and documentation for accuracy, completeness, and compliance • Resolve routine matters independently and escalate unusual, uncertain, high-risk, disputed, or policy-related matters to management • Provide formatting review of reports and other project documents as requested • Train new engineers and Operations Administrators on time entry, project administration, expense reimbursement, file management, systems, and company processes • Share best practices, cross-train team members, review work for accuracy, and provide guidance • Maintain and contribute to templates, OneNote resources, training guides, knowledge materials, and process documentation • Support implementation of new procedures, systems, workflows, client programs, rate changes, and operational initiatives • Identify opportunities to improve efficiency, quality, and consistency • Provide administrative support during catastrophe response and work additional hours when business needs require • Perform additional duties and special projects as assigned

🎯 Requirements

• High school diploma or equivalent required; associate degree or higher preferred • 3+ years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or related role • Industry experience is highly preferred, particularly in engineering consulting, insurance, claims administration, legal support, or professional services • Working knowledge of insurance and legal-service terminology, such as insured, insurance carrier, independent adjuster, insurance claim, deposition, and testimony, is preferred • Proficiency with Microsoft Office applications and Adobe Acrobat • Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is beneficial • Strong organizational and time-management skills with the ability to prioritize competing requests, manage interruptions, and meet deadlines in a fast-paced environment • Exceptional attention to detail and commitment to data accuracy, quality control, and consistent process execution • Strong customer service orientation and professional written, verbal, telephone, and virtual communication skills • Critical-thinking, problem-solving, and research skills, including the ability to interpret incomplete information and resolve discrepancies • Resourcefulness and sound judgment, including the ability to recognize uncertainty or risk and escalate matters appropriately • Technical aptitude and the ability to learn, navigate, and troubleshoot multiple business systems and evolving processes • Adaptability and a process-improvement mindset when supporting organizational, system, or procedural change

🏖️ Benefits

• Employee-focused culture • Strong commitment to work-life balance • Remote work • Flexible vacation & Paid holidays • Paid family care/sick leave • Parental leave • Medical, Dental, Vision + more • 401k w/match • Career growth • Competitive salaries