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
• Process-driven with an appreciation for quality control and compliance

Qualifications and Education Requirements:

• High School Diploma or equivalent required; Associates or Bachelors degree preferred
• 13 years of experience in an administrative operations or support role preferred
• Demonstrated proficiency with Microsoft Office Suite including Excel Word and Outlook
• Experience preparing reports spreadsheets and maintaining records
• Ability to learn and adapt to SPS systems processes and client-specific requirements
• Ability to work assigned hours as determined by site leadership

Physical Demands:

• Fine and/or gross motor skills including the ability to grasp lift and/or carry or otherwise move packages on a standard wheeled cart.
• Ability to walk bend kneel stand and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone copy machines binding equipment etc.).
• Specific vision abilities required by this job include close vision distance vision ability to adjust focus and ability to match or may include detection of differences between colors including shades of color and brightness.

Travel: None or Negligible

Other Duties:
This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development: At SPS we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings:Medical Dental Vision HCFSA DCFSA HSA Commuter Transit and Parking Supplemental Life Insurance Accident Insurance Critical Illness Hospital Indemnity Legal Program Identify Theft Protection Pet Discounts Pet Insurance Group Home and Auto Insurance EAP Short Term Disability Life Insurance Education Discounts 401k w/ matching Entertainment Discounts & Paid Time Off.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America our services include Mailroom Management (both physical and digital) Office Services such as Reception Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking insurance legal higher education advertising and other professional services including many Fortune 500 companies. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people applicants and employees by promoting a culture of access inclusion equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex sexual and reproductive health choices national origin age disability genetics military status gender identity or expression sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

Applicants are prohibited from using real-time AI (Artificial Intelligence) tools prompts scripts or real-time assistance (including but not limited to chatbots AI-generated responses or transcription-based tools) during any and all interviews over any forum or platform.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability you may request an accommodation at any time.

To view our privacy policy click on the link below:Data Privacy Statement

Acknowledgement Section: By submitting an application by hitting Submit Application you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or if you are employed by SPS can be grounds for immediate termination from this company.