Operations Coordinator

Job Description

Job Description

Job Summary: OPSPro specializes in providing small businesses and government contractors with compliance and operational support to include HR, Payroll, Accounting, Contracting, and IT. The IT Operations Coordinator is responsible for supporting the daily operational and financial functions of the Managed Services business. This role ensures the accuracy of customer invoicing, vendor reconciliation, procurement, and licensing while maintaining data integrity across Halo PSA, Pax8, and Microsoft 365.

The ideal candidate is highly organized, detail-oriented, enjoys working with numbers and technology, and thrives in a fast-paced MSP environment.

Essential Duties and Responsibilities : Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Primary Responsibilities:

• Maintain customer records and billing information, Client license audits
• Review completed service tickets for billing accuracy
• Validate billable time entries
• Process recurring monthly invoices, assist Accounting with invoice corrections
• Maintain recurring billing templates
• Assist with contract management
• Update service agreements
• Ensure projects are invoiced accurately
• Support PSA workflow improvements
• IT inventory and tracking
• Project and team coordination
• Admin support to IT managers, directors, and CIO
• Perform other clerical duties and special projects as needed

Supervision: No direct reports

Requirements:

• Associate's or bachelor's degree in business, Information Technology, Accounting, or related field (preferred)
• 2–5 years of administrative or operational experience
• Experience in an MSP preferred
• Strong written and verbal communication
• Intermediate to advanced Excel skills
• Strong analytical abilities
• Ability to work in fast paced environment and under tight deadlines
• Detail oriented without losing sight of project or task due dates
• Strong organizational, time management and prioritization abilities
• Ability to deal with sensitive and confidential information
• Must be able to work well with all levels of management
• Proficient with other Microsoft products (Internet Explorer, Outlook, Word & Teams)
• Must have reliable internet and dedicated workspace

Benefits:

• Medical, Dental & Vision
• FSA
• HSA
• Life Insurance
• 401k
• PTO
• Education Reimbursement

Minimum Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

• Diversity – Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce.

• Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

• Strategic Thinking – Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

• Innovation – Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.

• Qualifications – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Language Skills – Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, proposals, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

• Mathematical Skills – Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

• Reasoning Ability – Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to question activities and issues in all functional areas and make sound business decisions based on that data.

• Physical Demands – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit, talk, type or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms.

• Work Environment – The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.