Operations Administrator

Job Description

Job Description

Important Applicant Notice:

This is a high-accountability, technologically advanced Operations Administrator position within our established critical infrastructure corporate office in Houston, TX (77060). This is a Hybrid role (requiring 3 days on-site weekly) and requires a minimum of 3 years of verifiable QuickBooks Online experience alongside advanced Microsoft Excel proficiency.

Candidate Fit Note: This position requires a professional who thrives on structural execution, systematic task management, and cross-functional corporate agility. Candidates seeking a rigid, siloed set of static routine duties, those resistant to leveraging modern digital automation/AI tools, or individuals requiring close daily micromanagement will not align with our operational model. Furthermore, as this role heavily focuses on project logistics, compliance data pipelines, and procurement workflows, it will not align with candidates whose primary career objective is traditional general ledger accounting or corporate tax strategy.

Company Overview

JS&J Solutions is a premier, asset-light technical asset management and project staging corporation specializing in critical infrastructure for the energy and high-compute data center sectors. The enterprise provides specialized space orchestration, engineered environmental preservation protocols, and rigorous inbound/outbound QA/QC condition documentation for high-value original equipment manufacturer (OEM) machinery.

Position Overview

We are seeking an exceptionally organized, analytical, and highly accountable Operations Administrator to serve as the definitive operational anchor for our back-office infrastructure. In this full-time corporate role, you will assume full ownership of the day-to-day transactional execution, compliance administration, and data entry for Accounts Receivable (AR), Accounts Payable (AP), and purchase order (PO) management within QuickBooks Online.

This position serves as a vital cross-functional node, collaborating directly with our On-site Operations Coordinator to seamlessly translate complex field logistics and multi-million dollar machinery documentation into precise client billing structures. Operating within strict internal controls, this role carries zero independent spending authority; the administrator manages all rigorous tracking, data entry, and communication workflows, systematically routing all transactions and compliance files through QuickBooks Online approval workflows for executive sign-off.

Key Performance Standards & Success Criteria

• Data Integrity & Integration: Day-to-day transaction processing for accounts payable, accounts receivable, and purchase order tracking must be executed with 100% precision and zero data entry discrepancies.

• Compliance Framework Maintenance: Corporate vendor onboarding packets, client billing configurations, and subcontractor Certificates of Insurance (COIs) are systematically audited, archived, and tracked well ahead of expiration deadlines.

• Multi-Departmental Alignment: Establish a seamless, highly collaborative communication loop with the On-site Operations Coordinator to accurately record physical field activities within our formal QuickBooks routing logs.

• Workflow Optimization: Keep back-office data pipelines for major infrastructure projects pristine, while continually leveraging modern software utilities and automated features to reduce administrative cycle times.

Core Areas of Responsibility

1. Transactional Billing & Financial Administration

• Accounts Receivable (AR) Management: Manage full-cycle client billing data entry. Generate, verify, and distribute accurate client invoices based on specific contract parameters. Track aging AR accounts, maintain professional, consistent communication channels with client AP departments, and systematically manage collections workflows to optimize cash flow cycles.

• Accounts Payable (AP) Administration: Receive, audit, code, and log all incoming vendor and subcontractor invoices into QuickBooks Online. Ensure all payables strictly route through established workflow approvals for management authorization prior to fund release.

• Strategic Purchase Order (PO) Management: Generate and issue official corporate POs to suppliers based on approved project scopes and material estimates. Execute rigorous three-way matching by reconciling the original PO, field delivery logs from the On-site Coordinator, and incoming vendor invoices to prevent overpayment.

2. Corporate Compliance, Onboarding & HR Support

• Comprehensive Vendor & Customer Onboarding: Administer external onboarding procedures to protect corporate liability.

  • Vendors/Subcontractors: Distribute, collect, and audit Form W-9s, Master Service Agreements (MSAs), and independent contractor agreements. Configure QBO profiles with exact remittance terms and compliant 1099 tax classifications.

  • Customers/Clients: Coordinate the intake of executed client contracts, billing contacts, specialized invoicing rules, and digital portal routing specifications to ensure flawless client account integration.

• Risk & Insurance Tracking: Request, review, and monitor Certificates of Insurance (COIs) from subcontractors to guarantee strict adherence to corporate liability limits. Proactively manage renewal requests before coverage lapses.

• Corporate Administration & HR Support: Manage administrative checklists for new internal employee onboarding (including background checks, direct deposit configurations, and corporate handbook acknowledgments). Monitor and assist with annual renewals for company business licenses, corporate filings, and master insurance policies.

3. Procurement, Logistics & Special Operational Projects

• RFQ & Proposal Coordination: Review incoming Requests for Quotes (RFQs) to compile the corporate documentation, references, and certifications required for official bids. Coordinate with suppliers for material pricing, monitor vendor response deadlines, and format raw figures into polished client proposals.

• Procurement Management: Procure and track office supplies, safety gear (PPE), uniforms, and field consumables based on formal requests and close coordination with the On-site Coordinator.

• Cross-Functional Executive Support: Execute ad-hoc corporate initiatives and provide agile administrative support across business units as directed by leadership. Manage special operational assignments with a high level of resourcefulness and professional discretion.

Qualifications & Professional Skillsets

• Professional Experience: 3+ years of documented success in a dual corporate administrative and transactional data entry role, senior office administrator capacity, or operations clerk position handling full-cycle AP/AR and PO tracking workflows.

• Systems Mastery: Deep, hands-on proficiency executing daily transactional entries within QuickBooks Online (including its workflow and approval functions) is strictly required. Ability to confidently interface with institutional operational databases and logistics software is highly preferred.

• Advanced Office Productivity: Elite mastery of the Microsoft Office Suite is mandatory, featuring advanced Excel capabilities (e.g., building pivot tables, executing advanced lookup formulas, data sorting, and ledger matching layouts). Familiarity with corporate digital signature platforms (e.g., DocuSign) is preferred.

• Technical Savviness & Innovation Openness: High digital literacy with an innate capability to rapidly adapt to emerging enterprise software ecosystems. Enthusiastic about adopting AI utilities, automated software macros, and modern digital workflows to drive institutional back-office efficiency.

• Corporate Communication: Exceptional written and verbal communication skills. Ability to maintain a polite, highly professional, yet authoritative and firm posture when managing client collections and vendor inquiries.

• Systemic Organization: A distinct professional passion for transforming raw paperwork into highly structured, clean, and easily auditable digital filing registries.

• Internal Controls Compliance: Deep appreciation for strict internal controls, data security, and confidentiality protocols regarding sensitive corporate records.

⚙️ Position Details & Compensation

• Job Type: Full-Time, Exempt

• Reporting Structure: Reports directly to the Operations Manager .

• Compensation: $55,000 – $68,000 / year (Commensurate with experience)

• Work Location: Hybrid Model (Required to be on-site 3 days a week at our Houston, TX 77060 corporate office; 2 days remote)