The Sr. Operations Administrator provides administrative, financial, and operational support to the Vice President of Operations and the Operations Department. This position serves as the central coordinator for departmental communications, scheduling, reporting, budget administration, vendor management, project documentation, and operational tracking.
The Operations Administrator plays a critical role in ensuring the department operates efficiently by maintaining organizational systems, coordinating communication between teams, tracking action items and project milestones, managing vendor compliance requirements, supporting budget administration, and assisting with the execution of daily operations, events, and capital projects.
This position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Essential Duties and Responsibilities
Executive and Administrative Support
• Manage calendars, schedules, and meeting coordination for the Vice President of Operations.
• Coordinate departmental meetings, leadership meetings, vendor meetings, and project meetings.
• Prepare meeting agendas, presentations, supporting materials, and meeting documentation.
• Record meeting minutes and maintain action item logs.
• Draft correspondence, reports, presentations, and departmental communications.
• Coordinate travel arrangements, accommodations, transportation, and expense reporting.
• Manage departmental files, records, and documentation.
• Serve as a primary point of contact for internal and external communications as directed.
Department Coordination and Reporting
• Gather weekly, bi-weekly, and monthly updates from department leaders.
• Prepare executive summaries, departmental reports, and leadership briefings.
• Own and maintain the department action-item tracker, ensuring assignments, deadlines, and follow-up activities are documented and completed.
• Track departmental initiatives and monitor progress toward operational goals.
• Coordinate communication between Operations, Facilities, Engineering, AV/Broadcast, Parking & Transportation, Capital Projects, Conversions, and other operational stakeholders.
• Maintain department organizational charts, contact directories, and resource documentation.
• Prepare and distribute bi-weekly department reports summarizing key operational updates, project status, budget impacts, risks, and upcoming milestones.
Budget and Financial Administration
• Assist with the development, tracking, and administration of departmental operating and capital budgets.
• Process invoices, purchase requests, purchase orders, and vendor payments.
• Assist with purchasing card reconciliation, invoice coding, and monthly budget reconciliation activities.
• Track expenditures, commitments, and budget performance.
• Maintain CAPEX and OPEX reporting dashboards and budget tracking tools.
Vendor and Contractor Administration
• Manage vendor onboarding processes, including vendor registration, insurance requirements, compliance documentation, and badging coordination.
• Maintain vendor records, contact information, and contract documentation.
• Track certificates of insurance and other compliance requirements to ensure continuous compliance.
• Coordinate contractor access requests and documentation requirements.
• Coordinate monthly contractor performance reviews and maintain performance records.
• Assist with contract administration and vendor communication.
Capital Project and Operational Support
• Support project managers and department leadership with project administration activities.
• Maintain project schedules, meeting notes, action logs, and project documentation.
• Track project deliverables, milestones, and reporting requirements.
• Assist with project closeout documentation and record retention.
• Support operational planning and readiness efforts for events and facility operations.
• Assist with event-related administrative support and post-event reporting.
Training, Compliance, and Personnel Administration
• Track employee training records, certifications, licenses, and compliance requirements.
• Coordinate recurring training schedules and documentation.
• Maintain departmental compliance records and required operational documentation.
• Coordinate onboarding and offboarding activities for Operations Department personnel.
• Assist with workspace setup, equipment coordination, access requests, and new employee orientation activities.
• Maintain departmental staffing records, organizational charts, emergency contact information, and personnel documentation.
Other Duties
• Participate in departmental meetings and planning sessions.
• Support special projects and initiatives as assigned.
• Assist with administrative and operational needs during events, major projects, and emergency situations.
• Perform other duties as assigned.
Qualifications
Required Qualifications
• Bachelor’s degree in business administration, Operations Management, Sports Management, Project Management, Communications, or related field; equivalent experience may be substituted.
• Minimum of 3-5 years of administrative, operations coordination, project coordination, executive support, or related experience.
• Strong proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
Preferred Qualifications
• Experience supporting facilities, engineering, construction, venue operations, sports, entertainment, or event operations organizations.
• Experience with budget tracking, invoice processing, procurement, and financial reporting.
• Experience with Procore, SharePoint, CMMS platforms, or other project management systems.
• Experience coordinating contractors, vendors, and operational service providers.
• Knowledge of project administration and capital project documentation.
Work Environment
This position operates in both office and stadium environments and may require occasional evening, weekend, and event-day support. The Operations Administrator must be capable of managing competing priorities while maintaining a high level of professionalism and responsiveness in a dynamic operational setting.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.