Business Administration and Operations

Organization:
Lewis-Burke Associates LLC

Location:

250 Massachusetts Ave NW, Suite 550
Washington, DC 20001

Position Type:
Full-time, Non-exempt

Schedule:

Monday-Friday, 8:30 a.m.

-5:00 p.m. For evening event support- OT eligible

Work Setting:
In person

Reports To:

Director of Business Operations

Location:

250 Massachusetts Ave, NW, Suite 550 Washington, DC 20001

The Business Administration and Operations position reports to the Director of Business Operations providing responsive administrative, operational, and systems support across the firm. The role coordinates staff travel and expenses, supports client activity reporting, assists with meetings and events, and manages day-to-day vendor and subscription activities. This position works across teams to keep information accurate, deadlines visible, and routine business processes moving efficiently.

Travel Administration Review and approve all travel requests using web-based booking platforms (Engine, Expensify Travel) from staff, including transportation, lodging, and conference registrations, updating internal travel tracker To coordinate with accounting

• Maintain travel approval and tracking records and distinguish client-approved travel from company-approved travel.
• Review and approve all monthly reimbursable expense reports submitted by staff.
• Monitor upcoming travel tracker, follow up with staff to obtain expense reports.
• Assist staff with Travel booking platforms and Expensing software (expensify). Onboard new employees and provide training and refresher guidance. Maintain “How-To” documents for staff.

• Ensure each staff records activities and associated timekeeping in web-based Timekeeping software
• Coordinate the recurring monthly client activity reporting process Utilizing internal MS access database
• Publish client “draft” activity reports, ensure activity complete edits to publish “final” reports for team leads to send to clients.
• Add/Remove clients to MS access database for collection of staff time and activities from Timekeeping software

• Maintain the centralized inventory of vendors, subscriptions, account owners, service terms, costs, renewal dates, and points of contact. Review pending contracts and comparison to existing contract for review.
• Manage day-to-day vendor communications, requests, account updates, scheduling, and issue follow-up items.
• Track vendor performance and service quality; document recurring concerns and elevate material issues to the appropriate account manager.
• Monitor renewal and cancellation deadlines, obtain quotes or supporting information, and coordinate internal review before commitments are made.
• Support invoice review by confirming services, contract terms, approvals, and cost-center or client coding as applicable.
• Assist with vendor onboarding and offboarding, including required documentation, access coordination, and record retention.

Additional Duties:
Periodically staff front desk and support firm hospitality needs

• Demonstrated experience providing administrative, business operations, or office support in a professional environment.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and One Drive.
• Experience using or quickly learning software platforms in support of travel, expense, reporting, and vendor-management systems.
• Excellent written and verbal communication skills, with careful attention to grammar, formatting, accuracy, and audience.
• Ability to manage multiple priorities, meet recurring deadlines, follow through on open items, and work with limited supervision.
• Sound judgment, discretion, professionalism,…