Operations Administrator

Position Overview

NYS Administrator is responsible for managing all administrative, pricing, compliance, and reporting functions associated with the NYS Project Team. This role ensures accurate contract maintenance, supports internal teams with pricing and proposal tools, and provides essential documentation and reporting to state agencies and internal stakeholders.

This position oversees “the administration of the NYS Project Team,” including price list updates, compliance reporting, proposal builder maintenance, and internal billing support.

Key Responsibilities

NYS Administration & Pricing

• Manage quarterly NYS OGS contract updates, including obtaining new List Price/MSRP data from manufacturers.
• Review manufacturer price lists to remove non‑allowable items such as travel, per diem, or “call for quote” pricing.
• Update and maintain the OGS pricing spreadsheet to calculate state contract pricing based on approved discount structures.
• Maintain the NYS OGS Price List and ensure accuracy across all updates.

Proposal Builder Management

• Update and distribute the NYS Proposal Builder following PSG approval.
• Incorporate annual labor rate changes based on DOL prevailing wage updates.
• Maintain the proposal builder workbook and ensure alignment with OGS‑published rates.

Contract Support & Documentation

• Provide comparable contracts, POs, and supporting documentation to BSC and authorized users for installation, service, and annual maintenance jobs.
• Create and maintain remedial and preventative maintenance proposals for NYS agencies, including NYS Police, OGS, OCFS, OASAS, OTDA, and the Department of Tax & Finance.

Reporting & Compliance

• Manage annual insurance certificate submissions, including General Liability, Auto Liability, Workers’ Compensation (C‑105.2), and Disability (DB120.1).

Operational & Billing Support

• Support internal billing by obtaining tax‑exempt certificates, providing customer contacts, and participating in monthly invoice review calls.
• Assist with vendor and subcontractor quote collection and ensure compliance with NYS contract rules.
• Provide job status updates, request service on behalf of customers, and support general sales activities.

Service Ticket Tracking

• Provide ticket numbers from Mastermind for site technicians at Empire State Plaza and Harriman State Office Campus.
• Maintain contract‑specific service ticket trackers for both locations.

Additional Support

• Assist with Compass bookings.
• Provide ongoing administrative support to internal teams as needed.

Recommended Qualifications

• Experience with government contracts is a plus but not required.
• Strong Excel skills, including workbook management and data validation.
• Ability to interpret pricing structures and contract terms.
• Excellent organizational and communication skills.
• Experience with NYS systems such as SFS, OGS portals, or contract reporter tools is a plus but not required.
• Ability to manage recurring deadlines and maintain accurate documentation.

Work Style & Competencies

• Detail‑oriented with strong analytical skills.
• Comfortable working with multiple stakeholders across agencies.
• Able to manage recurring reporting cycles and maintain contract accuracy.
• Strong follow‑through and accountability.