Admin & Back Office
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RESPONSIBILITY
AN ADMIN & BACK OFFICE SPECIALIST PROVIDES DAY-TO-DAY ADMINISTRATIVE, FINANCIAL, AND OPERATIONAL SUPPORT TO KEEP TEAMS MOVING AND CONTROLS TIGHT. THIS ROLE COVERS SCHEDULING, DOCUMENT CONTROL, PROCUREMENT, AP/AR, LIGHT BOOKKEEPING, VENDOR COORDINATION, AND REPORTING—SO LEADERS CAN FOCUS ON EXECUTION. BELOW IS AN OVERVIEW OF RESPONSIBILITIES AND SKILLS FOR ADMIN & BACK OFFICE AT BRIDGESTAFF.
1.VISION AND STRATEGY
OPERATIONAL ALIGNMENT: TRANSLATE BUSINESS PRIORITIES INTO CALENDARS, CHECKLISTS, AND RECURRING TASKS. CONTROLS & COMPLIANCE: STANDARDIZE NAMING, ACCESS, APPROVAL FLOWS, AND AUDIT TRAILS; NDA/PII/PAYMENT SAFETY. SERVICE LEVELS & KPIS: DEFINE SLAS FOR INTAKE, APPROVALS, PURCHASES, AND TICKET CLOSE TIMES; TRACK ADHERENCE. CONTINUOUS IMPROVEMENT: DOCUMENT SOPS, REMOVE BOTTLENECKS, AND AUTOMATE LOW-VALUE STEPS.
2.SKILL
ORGANIZATION & ATTENTION TO DETAIL
CLEAR COMMUNICATION (ENGLISH/SPANISH A PLUS)
TIME MANAGEMENT & PRIORITIZATION
SPREADSHEETS & DATA LITERACY (EXCEL/GOOGLE SHEETS)
LIGHT ACCOUNTING (AP/AR, INVOICING, EXPENSES)
PROCUREMENT & VENDOR BASICS
SYSTEMS FLUENCY (GOOGLE WORKSPACE/MS 365, DOCUSIGN, SLACK/TEAMS, QUICKBOOKS/XERO, CRM/ERP, NOTION/AIRTABLE)
DISCRETION, RELIABILITY, AND PROCESS DISCIPLINE
3.PROJECT OVERSIGHT:
CALENDAR & MEETING OPS: SCHEDULING, AGENDAS, MINUTES, ACTION LOGS, FOLLOW-UPS. DOCUMENT CONTROL & E-SIGN: TEMPLATES, VERSIONING, FOLDERS, PERMISSIONS, DOCUSIGN ROUTING. PROCUREMENT & VENDOR OPS: RFQS, COMPARISON TABLES, POS, RECEIVING, CONTRACT FILE HYGIENE. AP/AR & INVOICING: CREATE/RECONCILE INVOICES, APPLY PAYMENTS, CHASE PAST DUE, EXPORTS TO ACCOUNTING. EXPENSES & TRAVEL: ITINERARIES, BOOKINGS, PER DIEMS, RECEIPT COLLECTION, POLICY COMPLIANCE. DATA ENTRY & REPORTING: WEEKLY DASHBOARDS (SPEND, OPEN POS, AGED AR), KPI SNAPSHOTS FOR LEADERS. ASSET & INVENTORY: TRACK EQUIPMENT ASSIGNMENTS, SERIALS, WARRANTIES, RETURNS/RMAS. HR ADMIN SUPPORT (NON-CONFIDENTIAL): ONBOARDING CHECKLISTS, ACCESS SETUP, POLICIES ACKS, TRAINING LOGS. CONTRACTS & COMPLIANCE: RENEWAL CALENDAR, LICENSES, CERTIFICATES OF INSURANCE, BASIC AUDIT PREP. OFFICE/FACILITIES COORD (IF APPLICABLE): SUPPLIES, BADGES, MAINTENANCE TICKETS, VENDOR SCHEDULING.
4.CLIENT AND STAKEHOLDER INTERACTION:
INTERNAL SERVICE DESK: INTAKE, TRIAGE, ETAS, AND STATUS UNTIL DONE; CLOSE THE LOOP. CROSS-FUNCTIONAL LIAISON: FINANCE (AP/AR), LEGAL (NDAS/CONTRACTS), IT (ACCESS), OPS/SALES (ORDERS/POs). VENDOR RELATIONS: CONTACT POINT FOR QUOTES, DELIVERY WINDOWS, INVOICES, AND DISPUTE RESOLUTION. COMMUNICATION STANDARDS: CLEAR, CONCISE UPDATES; RISKS/DEPENDENCIES FLAGGED EARLY. BRAND & DATA STANDARDS: CONSISTENT FORMATTING, NAMING CONVENTIONS, AND PRIVACY PRACTICES. CONTINUOUS LEARNING: KEEP CURRENT ON TOOLS, SHORTCUTS, AND BEST PRACTICES TO BOOST THROUGHPUT.