Administrative Operations Specialist

Job Title: Administrative Operations Specialist

Duration: 6 months

Location: Stanford, CA

Summar

yThe Planet Group is seeking an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff

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Responsibilitie

• s:Financial and Procurement Operatio
• nsCreate and manage purchase orders (POs) from initiation through payment completio
• n.Establish new suppliers/vendors within system
• s.Submit invoices and monitor payment status to ensure timely processin
• g.Track outstanding transactions and proactively follow up to resolutio
• n.Make authorized PCard purchase
• s.Submit and reconcile PCard expenses, including collection and submission of required receipts and documentatio
• n.Coordinate and book TCard travel arrangement
• s.Reconcile TCard expenses and submit required supporting documentatio
• n.Prepare and submit employee reimbursements for travel and approved business expense
• s.Process reimbursements related to research team purchases and activitie
• s.Ensure all purchases comply with policies and financial procedure
• s.Maintain accurate transaction records and documentatio

n.Administrative and Research Suppo

• rtProvide general administrative support to researchers and staf
• f.Serve as a resource for administrative processes and transaction-related question
• s.Coordinate and manage requests from multiple stakeholder
• s.Monitor requests through completion and communicate status updates as neede
• d.Maintain organized records and documentatio

n.Office Operatio

• nsAssist with day-to-day office operations and facilities coordinatio
• n.Provide office access support using designated master keys, as authorize
• d.Submit work orders for maintenance, repairs, and facilities-related need
• s.Order office supplies and monitor inventory level
• s.Coordinate deliveries and office-related purchase
• s.Ensure operational requests are completed in a timely manne
• r.Schedule conference rooms and meeting space
• s.Coordinate catering orders, beverages, and snacks for meetings and event
• s.May assist with execution of departmental events, workshops, and gatherings as neede