Administrative and Operations Assistant

Job Title: Administrative and Operations Assistant

Reports To: The Administrative and Operations Assistant will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview:
The Administrative and Operations Assistant plays a critical role in supporting day-to-day operational effectiveness and administrative excellence within SPS North America. This position is responsible for providing high-level administrative, operational, and coordination support to ensure client services, internal processes, and site-level operations are executed accurately, efficiently, and in alignment with SPS service standards.
This role requires a highly organized, detail-oriented professional who can balance multiple priorities, maintain documentation integrity, proactively support operational workflows, and serve as a trusted partner to both onsite leadership and client stakeholders. The Administrative and Operations Assistant is expected to exercise sound judgment, maintain confidentiality, and continuously contribute to process improvement efforts that enhance service delivery.

Main Functions:
Administrative & Operational Support:

• Provide comprehensive administrative and operational support to onsite leadership and service teams, ensuring daily activities run smoothly, deadlines are met, and deliverables align with client and SPS expectations.

Client & Internal Coordination:

• Serve as a point of contact for internal teams and clients regarding operational documentation, reporting, and issue tracking, ensuring timely communication and resolution.

Process, Quality & Compliance Support:

• Support adherence to established processes, checklists, quality controls, and record-keeping standards to mitigate risk, reduce errors, and maintain operational excellence

Duties and Responsibilities:

• Provide administrative support to operations leadership, including preparation of reports, tracking documents, maintaining files, and supporting workflow coordination.
• Manage and maintain accurate documentation and records related to client accounts, operational activities, reconciliations, and compliance requirements.
• Prepare, review, and distribute operational reports, spreadsheets, and status updates for internal leadership and client stakeholders.
• Track client inquiries, requests, and reported issues; follow up with appropriate teams to ensure timely and effective resolution.
• Support reconciliation activities, data verification, and audit-ready documentation to ensure accuracy and compliance with client and SPS standards.
• Assist with floor-level operational activities as needed to support service continuity and business needs.
• Follow established procedures, checklists, and workflows to maintain consistency, quality, and error prevention across operational tasks.
• Proactively identify gaps, inefficiencies, or risks within administrative and operational processes and escalate recommendations to leadership.
• Coordinate with cross-functional teams to ensure timely communication, task completion, and alignment on priorities.
• Maintain confidentiality and discretion when handling sensitive client, employee, or operational information.
• Take initiative to organize, prioritize, and manage multiple concurrent tasks with minimal supervision.
• Build strong working relationships with internal teams, leadership, and client contacts to support a collaborative service environment.
• Provide coverage and additional administrative support during peak periods, absences, or as business needs require.

Competencies:

• Strong attention to detail with a high level of accuracy
• Excellent organizational and time management skills
• Professional written and verbal communication skills
• Results-driven with a strong sense of ownership and accountability
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and analytical skills
• Ability to maintain confidentiality and exercise sound judgment
• Collaborative, adaptable, and service-oriented mindset