Administrative Operations Specialist
Leadstack Inc
Stanford, CA
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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Beverages, Billing, Calendar Management, Catering Services, Communication Skills, Conference Management, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Facilities Management, Facilities and Maintenance, Financial Administration, Financial Operations, Financial Policies, Financial Procedures, Financial Systems, Fortune 500 Customers, Google Apps, Maintenance Services, Microsoft Outlook, Multitasking, Operational Support, Organizational Skills, Presentation/Verbal Skills, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Reimbursement, Slack, Time Management, Transaction Processing/Management, Vendor/Supplier Selection, Writing Skills
LOCATION
Stanford, CA
POSTED
1 day ago
LeadStack Inc. is an award-winning, one of the nation's fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we're proud to partner with some of the most admired Fortune 500 brands in the world.
Job Title: Administrative Operations Specialist
Duration:: 01-Jul-2026 - 22-Dec-2026
Location: Stanford, California 94305 – Hybrid
Minimum Pay Rate:28.96
Description:
Position Summary
seeking an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. This position requires a candidate who is already familiar with administrative systems and processes and can quickly assume responsibility for a high volume of transactions with minimal training or supervision.
The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff.
Key Responsibilities
Financial and Procurement Operations
Create and manage purchase orders (POs) from initiation through payment completion.
Establish new suppliers/vendors within systems.
Submit invoices and monitor payment status to ensure timely processing.
Track outstanding transactions and proactively follow up to resolution.
Make authorized PCard purchases.
Submit and reconcile PCard expenses, including collection and submission of required receipts and documentation.
Coordinate and book TCard travel arrangements.
Reconcile TCard expenses and submit required supporting documentation.
Prepare and submit employee reimbursements for travel and approved business expenses.
Process reimbursements related to research team purchases and activities.
Ensure all purchases comply with policies and financial procedures.
Maintain accurate transaction records and documentation.
Administrative and Research Support
Provide general administrative support to researchers and staff.
Serve as a resource for administrative processes and transaction-related questions.
Coordinate and manage requests from multiple stakeholders.
Monitor requests through completion and communicate status updates as needed.
Maintain organized records and documentation.
Office Operations
Assist with day-to-day office operations and facilities coordination.
Provide office access support using designated master keys, as authorized.
Submit work orders for maintenance, repairs, and facilities-related needs.
Order office supplies and monitor inventory levels.
Coordinate deliveries and office-related purchases.
Ensure operational requests are completed in a timely manner.
Schedule conference rooms and meeting spaces.
Coordinate catering orders, beverages, and snacks for meetings and events.
May assist with execution of departmental events, workshops, and gatherings as needed.
Requirements:
Required Experience
Minimum 6-12 months of direct experience using administrative and financial systems (PCARD, TCARD, reimbursements, iProcurement, and others).
Demonstrated experience processing purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations.
Experience supporting multiple stakeholders in a fast-paced administrative environment.
Required Skills
Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.
Exceptional written and verbal communication skills.
Proven ability to independently manage tasks from initiation through completion.
Strong organizational skills and attention to detail.
Ability to prioritize competing requests and meet deadlines.
Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.
Positive attitude, strong judgment, and willingness to take initiative.
Ability to work effectively both independently and as part of a team.
| ____________________________________________________________________ Best Regards, Mohammed Yousuf | ||||
Sr. Recruiter |
| C. | 415-787-8681 | ||
| E | Mohammed.Yousuf@leadstackinc.com | ||
| A. | 611 Gateway Blvd, Ste 120 | ||
| W. | |||
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About the Company
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