Operations Administrator

Job Description

Job Description

The Operations Administrator plays a vital role in supporting NCM’s business operations by managing critical administrative processes, coordinating cross-departmental workflows, and ensuring the accuracy of financial, scheduling, and reporting functions. This position requires strong organizational skills, attention to detail, and the ability to manage multiple ongoing projects while serving as a key liaison between moderators, managers, IT, and leadership teams.

Duties and Responsibilities

• Billing & Financial Administration

o Manage Monthly submissions, ensuring accuracy and timely delivery.

o Review product updates in and make manual changes in for clients not in Salesforce.

o Perform quarterly commission reconciliation, including :

Tracking moderator commission plans and guarantee expirations.

Managing commission holds, payments, and reconciliation of mid-quarter changes.

Reviewing group membership reports and updating exclusive fees as needed.

Overseeing proprietary and mega group commission assignments.

o Maintain billing exceptions lists, conducting annual reviews and making adjustments in collaboration with moderators, managers, and leadership.

o Conduct monthly reviews of Moderator fees on all engagements to identify and correct discrepancies.

o Maintain the Meeting Shadow Schedule, tracking moderators, managers, Executive Leadership Team, and other attendees.

o Coordinate shadowing requests from departments and facilitate moderator approvals and Meeting Specialist arrangements.

o Support anniversary meetings, ensuring proper attendance by Senior Leadership Team, Executive Leadership Team, or managers.

o Manage Moderator Manager travel schedules and ensure updates to the Shadow Schedule.

o Attend Foundation Data meetings, coordinating hotel accommodations, tracking cut-off dates, and sending confirmations to Meeting Specialist.

o Process guest speaker applications : intake, tracking, approvals, and SharePoint updates.

o Order gavels for new moderators upon completion of training.

o Manage bylaw creation for new groups and update relevant records.

o Maintain Moderator Distribution Lists (Retail Solutions & Moderator lists) by adding and removing moderators as needed.

o Support Green Book scheduling, ensuring timely updates with moderator input.

o Provide guidance to Customer Service and moderators on Idea Books, including reviewing and approving printed materials.

o Serve as owner of RS tickets and participate in weekly meetings with IT and Salesforce.

o Track and maintain commission and billing change documentation.

o Collaborate with leadership on annual approved guest speaker lists and ensure SharePoint integration.

o Review and update billing notes, exceptions, and moderator-related documentation regularly.

Qualifications