TECHNICAL OPERATIONS ADMINISTRATOR in Nevada, Missouri at GXC Inc

The role interfaces continuously with internal stakeholders (Technical Operations, Sales, Finance, and Field Technicians), external clients, and third-party vendors (freight/shipping providers, venues, and travel partners). Success requires high attention to detail, disciplined documentation, and clear, professional communication.

This position also functions as a backup travel planner, responsible for booking technician travel (air, hotel, ground transportation) via Concur and approved hotel partner systems when the primary travel coordinator is unavailable.

The Technical Operations Administrator reports to the Technical Operations Manager and supports the Assistant Technical Operations Manager, including the preparation of quotes for service requests such as OPENGATE and PMD rentals and on-site technical support services.

This role will include specialized assignments aligned to GXC operational verticals (e.g., specific customer segments, regions, product lines, or deployment categories). Specialization is intended to increase accountability, deepen operational fluency, and improve cycle time and execution quality within assigned vertical responsibilities.

A core non-negotiable outcome of this role is to ensure technicians are fully equipped with all required job information and event details no less than 48 hours prior to deployment.

KEY RESPONSIBILITIES

Administrative and Operational Support

• Support the Technical Operations Manager and Assistant Technical Operations Manager in all assigned administrative and operational functions, ensuring tasks are closed with complete documentation.

• Maintain accurate, current records and task status in approved workload management and CRM systems (e.g., Webex, Monday.com, Salesforce), ensuring real-time visibility to stakeholders.

• Create and maintain standardized documentation and checklists to reduce execution variance across events and deployments.

Rental Inventory and Equipment Movement Control
• Maintain real-time tracking of national rental inventory, equipment assignment, and equipment movement across deployments.
• Coordinate equipment allocation to meet operational demand, flagging conflicts and shortages early with actionable recommendations.
• Track chain-of-custody and equipment responsibility across shipments and technician handoffs, ensuring accountability and retrieval.

Event and Deployment Coordination (Nationwide)

• Coordinate and organize all aspects of GXC rental events and deployments, including job readiness, scheduling, vendor coordination, and documentation.

• Ensure technicians receive complete deployment packets (job site information, event schedules, responsibilities, equipment requirements, and travel itineraries) at least 48 hours prior to on-site arrival.

• Proactively identify and resolve schedule, staffing, or logistics discrepancies; escalate appropriately when risks exceed role authority.

Quote Preparation and Service Request Intake

• Prepare timely, accurate quotes for customer service requests including OPENGATE and PMD rentals and on-site technical support services, using approved pricing/quote standards.

• Coordinate with Sales and Finance to confirm pricing assumptions, billing terms, approvals, and documentation requirements.

• Maintain quote history and supporting documentation to enable auditability and reduce rework.

Customer / Sales / Finance Communication Tracking

• Track communications and requests between customers, sales representatives, and finance to ensure transparency, traceability, and timely follow-through.

• Document decisions, approvals, and scope changes to reduce ambiguity and prevent downstream billing and fulfillment issues.

Shipping, Freight, and Documentation Management

• Manage event-related shipping processes end-to-end: obtain quotes, book freight, track shipments, confirm delivery windows, and maintain documentation.

• Maintain organized records of all legal agreements and required documents (e.g., delivery confirmations, rental agreements, venue documentation), aligned to internal standards.

Backup Travel Coordination

• Serve as backup travel coordinator by booking technician flights, hotels, and ground transportation using Concur and approved partner systems (e.g., Hilton/Marriott portals) when needed.

• Verify itineraries against deployment schedules, ensure policy compliance, and communicate final travel details to technicians and internal stakeholders.

Operational Vertical Specialization

• Assume ownership for assigned operational vertical(s) (e.g., region, product line, customer segment, deployment type), including workload coordination, documentation standards, and execution readiness.

• Identify repeat friction points within assigned vertical(s) and propose process improvements that reduce cycle time, errors, and operational risk.

QUALIFICATIONS / EXPERIENCE

• Two-year college degree or equivalent professional experience in an administrative, operations coordination, logistics, event support, or similar role.

• Demonstrated ability to manage multiple concurrent workflows with disciplined prioritization, follow-through, and documentation.

• High attention to detail; strong organizational skills; ability to maintain accurate records under time constraints.

• Outstanding interpersonal skills with professional, clear verbal and written communication.

• Proficiency with common business systems and tooling; ability to learn new platforms quickly (e.g., CRM, workload management, inventory tracking, travel systems).

• Familiarity with travel booking platforms (e.g., Concur) and hotel partner systems (e.g., Hilton/Marriott) preferred.

• Team-oriented, service-minded, and able to operate effectively in fast-moving, deadlinedriven environments.

• Maintains a neat and professional appearance and demeanor while representing GXC internally and externally.

SKILLS AND COMPETENCIES

• Administrative and operational execution discipline with strong follow-through and documentation control.

• Real-time workload, CRM, and task-management system accuracy (e.g., Webex, Monday.com, Salesforce).

• Rental inventory tracking, equipment movement coordination, and chain-of-custody accountability.

• Nationwide event and deployment coordination with strong readiness planning and deadline management.

• Quote preparation accuracy and disciplined service request intake management.

• Cross-functional communication tracking between customers, Sales, Finance, and Technical Operations.

• Shipping, freight, and logistics coordination, including documentation and delivery tracking.

• Backup travel coordination using Concur and approved hotel/travel partner systems.

• Ability to manage specialized operational vertical assignments with increasing ownership and accountability.

AUTHORITY AND DECISION-MAKING

• May make routine operational decisions within approved procedures to coordinate equipment assignments, shipment tracking, deployment readiness, quote preparation, travel bookings, and documentation updates required to support rentals, events, and field technician deployments.

• Must escalate non-routine exceptions involving equipment shortages, scheduling or logistics conflicts, pricing or billing uncertainties, client-impacting risks, or issues that may exceed established operational authority to the Technical Operations Manager.

• Authorized to approve routine system updates, deployment packets, shipment records, travel itineraries, and other administrative documentation within established procedures and approved workflow requirements; approval of policy exceptions or non-standard commitments rests with the Technical Operations Manager

• Recommends corrective actions, allocation adjustments, documentation improvements, and process changes to reduce cycle time, execution errors, and operational risk within assigned verticals; final approval for material process changes, pricing exceptions, and higher-risk operational decisions rests with the Technical Operations Manager.

WORKING CONDITIONS / PHYSICAL REQUIREMENTS (if applicable)

• Frequent and consistent use of electronic devices and computer systems, requiring fine motor skills and sustained attention.

• Ability to learn, retain, and correctly apply new processes, systems, and policy standards.

• Strong independent work ethic; capable of sound judgment and decision-making in a remote or distributed environment.

• Ability to manage multiple tasks simultaneously, maintain accuracy under pressure, and remain calm during time-sensitive operational changes.

• Ability to communicate clearly and professionally in written and verbal forms, including during urgent or high-stakes coordination.