Operations Administrator

Position Summary

The Operations Administrator supports the accurate, timely, and compliant execution of day-to-day operational processes. This position is responsible for maintaining operational systems and records, preparing account documentation, managing assigned work queues, setting up agreements, drafting consumer correspondence, and coordinating with internal stakeholders and external vendors.

The Operations Administrator is expected to take ownership of assigned responsibilities, meet departmental service-level agreements, identify and escalate issues appropriately, and maintain high standards of accuracy, confidentiality, and regulatory compliance. This role also provides backup coverage across the Operations team to support workflow continuity during planned and unplanned absences.

What You'll Do

Maintain accurate and complete operational databases, account records, systems, and documentation in accordance with departmental procedures.
Review account information and prepare modifications, proposed terms, and related documentation accurately and within established timeframes.
Manage assigned work queues by monitoring deadlines, prioritizing time-sensitive activities, and completing work in accordance with departmental service-level agreements.
Complete the accurate setup of agreements, ensuring all required information, terms, documentation, and system updates are properly recorded.
Draft and send clear, accurate, and professional consumer correspondence using approved templates, processes, and communication standards.
Review work for accuracy and completeness before finalizing system updates, agreements, correspondence, or account documentation.
Develop and maintain collaborative working relationships with internal stakeholders, business partners, and external vendors.
Coordinate with appropriate stakeholders to obtain information, resolve discrepancies, and support the timely completion of operational activities.
Safeguard confidential consumer, client, and company information by following established privacy, information security, and records-management requirements.
Perform assigned responsibilities in accordance with applicable laws, regulations, company policies, departmental procedures, and approved business practices.
Identify incomplete information, processing discrepancies, potential compliance concerns, and workflow barriers, and escalate them promptly through the appropriate channels.
Provide administrative and operational support to other business areas based on workload, business needs, and assigned priorities.
Assume ownership of assigned backup responsibilities during team member absences, ensuring priority tasks, work queues, consumer correspondence, documentation, and service-level commitments remain timely and uninterrupted.
Adapt to changes in procedures, systems, assignments, and business priorities while maintaining accuracy and productivity.
Participate in training, process updates, team meetings, and continuous improvement efforts to strengthen operational performance and service delivery.
Perform other duties and responsibilities as assigned.

What You'll Need

• Previous experience in an administrative, operations support, account servicing, collections, or financial services environment is preferred.
• Strong organizational and time-management skills, with the ability to manage multiple responsibilities and deadlines.
  Excellent attention to detail and a demonstrated commitment to accuracy, completeness, and documentation quality.
• Effective written and verbal communication skills, including the ability to communicate professionally with consumers, colleagues, business partners, and vendors.
• Ability to independently prioritize assigned work while contributing to a collaborative and team-oriented environment. 
• Ability to follow established policies, procedures, work instructions, and quality standards consistently.
• Sound judgment and the ability to recognize when an issue, discrepancy, or potential risk requires escalation.
• Ability to work efficiently under pressure and respond appropriately to changing priorities in a fast-paced environment.
• Commitment to protecting confidential and sensitive information.
• Commitment to ethical conduct, regulatory compliance, professionalism, and respectful consumer interactions.
• Willingness to learn new systems, procedures, and responsibilities and apply feedback to improve performance.

Preferred Qualifications

• Experience supporting collections, financial services, legal operations, account servicing, or another regulated business environment.
• Experience maintaining account information and documentation within operational databases or account-management systems.
• Experience preparing agreements, modifications, proposed terms, or consumer correspondence.
• Familiarity with work queues, service-level agreements, quality-control expectations, and deadline-driven workflows