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YA Group
YA Group
501 – 1,000 Employees
ConstructionConsultingInsurance
YA Group is a global technical consulting firm serving construction, insurance, legal, government, and corporate clients in complex, high-stakes matters. Its multidisciplinary experts provide services spanning forensic engineering, accident reconstruction, biomechanics, environmental investigations, construction consulting, quantity surveying, forensic accounting, litigation support, expert witness work, project and program management, owner’s representation, testing and laboratory services, and insurance claims consulting. Founded in 1997, the firm combines local responsiveness with an international expert network and brings more than 25 years of experience to technical investigations, dispute support, risk analysis, and project delivery.
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Operations Administrator - Remote (United States)

Support project administration, billing readiness, operational systems, and engineering teams remotely across the United States at YA Group, an international forensic consulting and engineering organization.

USUnited StatesRemoteFull-timeMiddleSeniorEnglish RequiredOperations

Description

  • Oversee project administration from intake and setup through maintenance and closure support
  • Verify project setup requests, support conflict checks, and apply client, billing, rate, budget, reference, and documentation requirements
  • Create and maintain project, client, contact, billing, and related records in NetSuite and other company systems
  • Build standardized project folders in Egnyte and help engineers resolve file-management questions
  • Review, approve, reject, and monitor time entries and expense submissions while following up on missing information
  • Conduct billing-readiness checks and address administrative issues that may delay invoicing, reporting, or project progress
  • Maintain trackers, recurring controls, project records, and supporting documentation while researching historical data and correcting discrepancies
  • Act as a primary administrative and operational contact for engineers through email, Microsoft Teams, phone, and screen sharing
  • Provide first-line support for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related workflows, escalating technical issues as needed
  • Receive and direct project intake questions from clients, insurance carriers, attorneys, and other external contacts
  • Partner with Engineering, Billing, Finance, Human Resources, Technical Support, and other teams to resolve operational and project issues
  • Audit project details, system records, and documentation for accuracy, completeness, and compliance
  • Handle routine matters independently and refer unusual, uncertain, high-risk, disputed, or policy-related issues to management
  • Review the formatting of reports and other project documents when requested
  • Train new engineers and Operations Administrators on timekeeping, project administration, expense reimbursement, file management, systems, and company procedures
  • Share effective practices, cross-train colleagues, check work quality, and provide ongoing guidance
  • Maintain and improve templates, OneNote resources, training materials, knowledge bases, and process documentation
  • Help roll out new procedures, systems, workflows, client programs, rate changes, and other operational initiatives
  • Identify ways to improve efficiency, quality, and consistency
  • Provide administrative assistance during catastrophe response and work additional hours when business demands require
  • Complete other duties and special projects as assigned

Requirements

  • High school diploma or equivalent is required; an associate degree or higher is preferred
  • At least three years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or a related field
  • Experience in engineering consulting, insurance, claims administration, legal support, or professional services is strongly preferred
  • Familiarity with insurance and legal-services terms such as insured, insurance carrier, independent adjuster, insurance claim, deposition, and testimony is preferred
  • Proficiency in Microsoft Office and Adobe Acrobat
  • Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is beneficial
  • Strong organization and time management, with the ability to prioritize competing requests, handle interruptions, and meet deadlines in a fast-paced setting
  • Exceptional attention to detail and a consistent focus on data accuracy, quality control, and process execution
  • Customer-focused approach with polished written, verbal, telephone, and virtual communication skills
  • Critical thinking, problem solving, and research ability, including interpreting incomplete information and reconciling discrepancies
  • Resourcefulness and sound judgment, with the ability to identify uncertainty or risk and escalate appropriately
  • Technical aptitude and the ability to learn, navigate, and troubleshoot multiple business systems and changing workflows
  • Adaptability and a continuous-improvement mindset when supporting organizational, system, or process changes

Benefits

  • Employee-focused workplace culture
  • Strong emphasis on work-life balance
  • Remote work arrangement
  • Flexible vacation and paid holidays
  • Paid family-care and sick leave
  • Parental leave
  • Medical, dental, vision, and additional coverage
  • 401(k) plan with company match
  • Career development opportunities
  • Competitive compensation

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