Position Title: Administrative Business Partner Specialist

Position Location: Remote - work virtually from anywhere in the United States

Salary

QC Servion recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Administrative Business Partner Specialist is an execution-focused operational support role embedded within a designated department or enterprise business unit. This position enables consistent, scalable execution of departmental priorities by coordinating workflows, maintaining systems and documentation integrity, tracking workforce and equipment readiness as applicable and supporting cross-functional processes that drive operational effectiveness.

The Specialist manages a broad range of responsibilities, including structured administrative workflows, initiative tracking, documentation management, and department-specific operational coordination. In addition to executing established processes, the role contributes to continuous improvement by proactively identifying bottlenecks, workflow inefficiencies, and documentation gaps, and implementing practical refinements that enhance execution consistency.

The ideal candidate thrives in a fast-paced, dynamic environment, is comfortable working autonomously, and is energized by solving problems, learning new tools and contributing to high-level business initiatives. This role is expected to anticipate needs, identify risks early and collaborate on practical paths forward.

This position supports both departmental initiatives and general operations through accurate documentation, effective communication, and dependable follow-through. As part of the Administrative Services function, the Specialist collaborates closely with department partners and cross-functional teams to ensure work remains aligned with organizational goals, values and departmental objectives while maintaining professionalism and reliability in a remote environment.

The Administrative Business Partner Specialist will receive limited direction on day-to-day work and general instruction on new projects or assignments and will execute and assist leadership on projects of complex scope. They will work independently or under limited supervision.

The Administrative Business Partner Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

Department Execution Enablement (60%)

• Maintain structured operational cadence across department priorities, ensuring clarity of owners, milestones, deadlines and follow-through
• Track commitments, action items, deliverables and cross-functional dependencies to support predictable execution and accountability
• Prepare, document, and distribute meeting outputs including operational notes, milestone updates and readiness items
• Support execution of initiatives of moderate to complex scope by coordinating inputs, timelines and deliverables across stakeholders
• Identify and proactively flag risks, bottlenecks, workflow gaps or missed handoffs to minimize last-minute escalation
• Compile and maintain reporting materials, dashboards and department updates to provide clear visibility into progress and readiness

Workforce, Systems & Readiness Tracking (15%)

• Maintain and update department operational systems including rosters, intake forms and tracking tools in accordance with defined standards
• Track and reconcile workforce data including headcount, role level, program assignment and start and end dates
• Monitor roster accuracy, data completeness and system integrity across programs
• Identify and flag data inconsistencies, coverage gaps, upcoming transitions or readiness concerns to leadership
• Coordinate with HR, Admin and Training teams to support onboarding, compliance and readiness workflows using established processes

Logistics, Travel & Department Support (15%)

• Coordinate travel and logistics for leadership and program activities in alignment with approved guidelines
• Maintain documentation and tracking of preferred hotel, travel and vendor rates
• Support leadership expense and timesheet reporting related activities
• Coordinate with internal teams to support in-person events and SWAG needs
• Manage complex calendars and coordinate internal and external meetings

Technology, Digital Tools & AI-Enabled Efficiency (10%)

• Leverage AI-enabled and digital tools to improve drafting efficiency, automate recurring workflows, enhance reporting clarity and reduce manual effort
• Identify opportunities to streamline processes, eliminate friction points and improve speed and consistency of execution
• Support adoption of evolving technologies and digital practices within the department
• Demonstrate continuous learning and contribute to elevating operational effectiveness through innovation

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

Position Requirements

(Intermediate level for all the following unless otherwise noted)

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Knowledge of booking and arranging travel and events
• Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
• Skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
• Ability to leverage AI, data analytics and emerging technologies to streamline workflows and drive innovation
• Skill in completing assignments accurately and with attention to detail
• Skill in typing with minimal errors
• Ability to communicate effectively in both oral and written form (technical and non-technical information)
• Ability to work successfully as a member of a team and independently with supervision
• Ability to maintain confidentiality and handle sensitive information
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
• Ability to maintain neat, orderly, complete documents and project files
• Ability to analyze and prepare documents, reports and correspondence
• Ability to work under pressure and meet close deadlines
• Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is:

• Frequently required to remain in a stationary position
• Frequently moving through home office
• May occasionally lift up to 20 pounds

Travel Requirements

Up to 20%, this may include travel to any or all 50 US states. Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience

Minimum of seven years of experience in a professional office or consulting services environment providing administrative and operational support

Benefits

Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option). Flex spending accounts (FSA). Dental and vision plans. Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26. 401k with company match and self-directed brokerage account option. PTO including additional paid time off during the last week of the year. Company paid life insurance coverage for employees and their eligible dependents. Short and long-term disability, AD&D coverage. Professional development opportunities, tuition reimbursement, and professional licensing assistance. Paid parental leave after one year of employment.

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

EEO

QC Servion provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities.

Notice To Third Party Agencies

QC Servion does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to QC Servion in the absence of a signed Service Agreement where QC Servion has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of QC Servion and QC Servion will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.