About the Company
Ignitec Inc is a minority-owned, disadvantaged small business delivering technology, professional services, staffing, and business support solutions to federal, state, local, and commercial clients. Ignitec supports clients across cloud, data engineering, analytics, infrastructure, application development, cybersecurity, DevOps, acquisition support, and business operations.
About the Role
Ignitec Inc is seeking a highly organized, proactive, and dependable Administrative & Business Operations Support Specialist to support day-to-day administrative, operational, and business support activities across the company. This role is ideal for someone who enjoys being the operational backbone of a fast-moving organization. The right candidate will be detail-oriented, responsive, professional, and comfortable supporting multiple administrative priorities in a remote environment. This person must be self-driven, able to anticipate needs, communicate clearly, and keep tasks moving without constant direction. While this role may assist with HR-related administrative processes such as onboarding, offboarding, benefits coordination, and I-9 documentation, it is not an HR Generalist, HR Manager, or HR-led role. The primary focus is administrative support, business operations, coordination, documentation, communication, and follow-through.
Responsibilities
- Support daily administrative and operational activities across Ignitec Inc, including scheduling, document coordination, internal tracking, follow-ups, reporting, and general business support.
- Assist leadership and internal teams with organizing priorities, preparing materials, maintaining records, and ensuring action items are completed accurately and on time.
- Track and coordinate operational tasks, deadlines, documents, forms, internal requests, and business support activities.
- Provide weekly timesheet and invoicing support for the Accounting team, including following up with contractors to ensure timesheets are submitted accurately and on time.
- Prepare, edit, format, and maintain documents, spreadsheets, presentations, reports, templates, and internal communications.
- Support internal process improvement by identifying gaps, improving organization, and helping create more efficient administrative workflows.
- Maintain confidentiality and handle sensitive business, employee, and operational information with discretion.
HR-Adjacent Administrative Support
Note: This is not an HR role. These responsibilities are administrative and coordination-focused.
- Assist with employee onboarding and offboarding administrative activities, including collecting required forms, coordinating access requests, tracking completion of onboarding steps, and supporting internal checklists.
- Support benefits administration coordination by helping track documentation, employee communications, deadlines, and follow-up items.
- Assist with I-9 documentation tracking and related administrative compliance support.
- Coordinate with internal stakeholders, employees, candidates, vendors, and external partners as needed.
- Help maintain accurate employee-related administrative records and ensure documentation is organized and complete.
Communication & Coordination
- Serve as a reliable point of coordination for administrative and operational requests.
- Communicate professionally and clearly through email, messaging platforms, phone, and virtual meetings.
- Anticipate needs, identify potential issues early, and proactively follow up without waiting to be reminded.
- Work effectively in a fast-paced environment with multiple moving parts, competing deadlines, and changing priorities.
- Support leadership with administrative coordination, task tracking, and operational follow-through.
Qualifications
- 2+ years of experience in administrative support, operations support, business operations, office administration, executive support, HR administrative support, or a similar role.
- Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities.
- Highly self-motivated, dependable, and able to work independently in a 100% remote environment.
- Ability to anticipate needs, take initiative, and follow through without constant supervision.
- Strong attention to detail and accuracy in documentation, tracking, and communication.
- Comfortable supporting a fast-paced, high-pressure business environment.
- Ability to handle confidential and sensitive information professionally.
- Strong customer-service mindset when supporting internal employees, leadership, vendors, and partners.
Preferred Skills
- Experience supporting a government contracting, staffing, professional services, consulting, technology, or small business environment.
- Experience assisting with onboarding, offboarding, benefits coordination, I-9 documentation, employee forms, or HR administrative workflows.
- Experience supporting executives, operations teams, recruiting teams, or back-office business functions.
- Experience with SharePoint, OneDrive, Teams, Adobe Acrobat, DocuSign, payroll/HRIS platforms, ATS systems, or similar business tools.
- Experience supporting timesheet collection, invoice preparation, contractor follow-up, or accounting/operations coordination is a plus.
- Familiarity with compliance-driven environments, employee documentation, or administrative process tracking.
Work Environment
This position is 100% remote. The candidate must be able to work independently, remain responsive during business hours, manage priorities effectively, and maintain strong communication with leadership and internal teams.
Ideal Candidate Profile
The ideal candidate is dependable, professional, and highly organized. This person does not need heavy supervision and can be trusted to manage administrative and operational tasks from start to finish. They should be comfortable working behind the scenes, keeping leadership and teams organized, tracking details, communicating clearly, and making sure nothing falls through the cracks. They should be flexible, responsive, and able to stay calm and productive in a fast-paced environment. This role requires someone who is truly dedicated to administrative and operational support and who takes pride in being reliable, accurate, proactive, and responsive.
