Business Operations Specialist

$58,240 - $62,400/Yr

Lerch Bates - Golden, CO

Full-time - Entry Level

Golden, CO

Professional, Scientific, and Technical Services

About the position

Lerch Bates is seeking an experienced administrative support professional to join our team as a Business Operations Specialist. This role is pivotal in supporting various departments with complex administrative tasks, requiring a strong attention to detail and the ability to prioritize multiple urgent tasks. The ideal candidate will have a solid background in administrative roles and a drive to contribute significantly to a successful team. As a Business Operations Specialist, you will assist project teams with technical report development and delivery, including proofreading, formatting, and ordering of reports and records as directed. You will also be responsible for updating the Customer Relationship Management (CRM) system, Salesforce, on a project basis, which includes data entry of client information, project team details, and billing terms. In addition to these responsibilities, you will prepare, manage, and track project contracts and insurance documents from initiation through execution. This includes researching necessary data and completing client-provided vendor applications. You will facilitate initial intake calls with prospective clients and coordinate with insurance adjusters on new claim assignments. Your role will also involve developing work instructions to document current processes and procedures, updating report templates for clarity, and providing onboarding support, including departmental orientation and maintenance of signature matrices and contract types. Moreover, you will create and maintain electronic and physical project files, file disclosures and records subpoenas, and scan and upload documents to project folders. Coordinating and booking travel for team members, preparing and sending travel itinerary emails, and providing event planning support as needed will also be part of your duties. You will act as a customer service liaison for clients, responding to requests in a timely and professional manner, and contribute to team efforts by accomplishing related projects and results as needed. This position requires a proactive approach, exceptional communication skills, and the ability to work effectively with all levels of internal management and personnel.

Responsibilities

• Assist project teams with technical report development and delivery, including proofreading, formatting, and ordering of reports/records.
• Update Customer Relationship Management (CRM) system, Salesforce, on a project basis to include data entry of client information, project team, and billing terms.
• Prepare, manage, and track project contracts and insurance documents from initiation through execution, including researching necessary data and completing client-provided vendor applications.
• Facilitate initial intake calls with prospective clients.
• Coordinate with insurance adjusters on new claim assignments.
• Develop work instructions to document current processes and procedures.
• Update report templates for formatting and clarity.
• Provide onboarding support to include departmental orientation, including maintenance of signature matrix, contract types, and template updates/revisions.
• Create and maintain electronic and physical project files, file disclosures/records subpoenas, scan and upload documents to project folder.
• Coordinate and book travel for team members, prepare & send travel itinerary emails.
• Provide event planning support as needed.
• Maintain/Renew Professional memberships/certifications.
• Act as customer service liaison for clients, facilitating and responding to requests in a timely and professional manner.
• Contribute to team effort by accomplishing related projects and results as needed; take direction with ease in multiple forms and work with all levels of internal management and personnel.

Requirements

• High School Diploma or Equivalent.
• A Bachelor's Degree is preferred.
• 3-5 years of supportive administrative experience.
• Demonstrated ability to work in a timeline-driven setting with multiple contributors and projects.
• Previous experience reading and writing technical documents.
• Administrative experience in a small to mid-size in engineering, construction, architecture, or other professional industry preferred.
• Experience reviewing contracts, proofreading engineering reports, and reviewing certificates of insurance preferred.
• Experience with Salesforce preferred.
• Maintains professional tact while still being flexible; an understanding individual who can adapt to a changing, fast-paced office environment working with various personalities.
• Advanced verbal and written interpersonal communication skills.
• Superior time management skills with the ability to prioritize large workloads.
• Strong critical thinking skills required.
• Ability to take initiative, be self-motivated, and solve problems.
• Exceptional grammar, business writing, and presentation preparation skills, including the ability to communicate at all levels of the organization.
• Proficiency in Microsoft Office Applications, specifically Excel, Word, PowerPoint, and Outlook.
• Exceptional planning and organizational skills with a quality focus and attention to detail, and proactivity with ideas and recommendations for productivity and efficiency.

Nice-to-haves

• Experience in engineering, construction, or architecture industries.
• Familiarity with technical report writing and proofreading.

Benefits

• Paid parental leave
• Health savings account
• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Vision insurance
• 401(k) matching
• Employee Stock Ownership program
• Generous PTO
• Incentive compensation bonus
• 401(k) with up to 6% employer match!
• Charitable paid time off
• Birthday Bonus
• Learning and Development opportunities
• Exceptional company culture
• Employee resource groups
• Team building and networking activities
• And more!