Business & Professional Services Administrative Operations Specialist

About the role

Matrix, a boutique professional services and consulting firm, seeks experienced independent professionals to join its contractor network as Business & Professional Services Administrative Operations Specialists. Contractors receive projects from Matrix based on client Work Orders covering administrative operations, records and document management, scheduling, data entry, project coordination, information gathering, office support and process administration. Work is remote or hybrid, with client-site projects as required, and the contractor manages each assignment independently.

Key responsibilities

• Provide administrative and operational support: organize and maintain electronic and physical records, complete data entry and information gathering, prepare correspondence, reports, spreadsheets and presentations, and coordinate workflows.
• Manage records and documents: organize, classify, rename, scan, index and maintain them, set up electronic filing structures, assist with document conversion and PDF preparation, and maintain version control.
• Schedule and coordinate: track meetings, appointments and deadlines, follow up on tasks, prepare meeting materials, and coordinate information across departments and time zones.
• Support project administration: maintain project trackers and task lists, prepare status reports, coordinate deliverables, and escalate issues needing client direction.
• Attend client sites such as offices, government facilities, healthcare facilities, hotels and professional practices, depending on the Work Order.
• Communicate professionally with clients, keep confidentiality, review Work Orders, give status updates through Matrix's collaboration platform and stay within the scope of the assignment.

Required profile

• 2-3+ years of experience in administration, office operations, project coordination, records management or a related field.
• Ability to work independently, manage confidential information and adapt to different organizational environments.
• Willingness to attend client locations when required.
• Preferred: experience in government, healthcare, hospitality, accounting, professional services, education or other regulated environments.

Required skills

• Strong proficiency with Microsoft Word, Excel and Outlook.
• Asset: Microsoft 365, SharePoint, OneDrive, Dropbox, Teams, Zoom, Adobe Acrobat, CRM systems, project-management and document-management platforms, and scheduling tools.