Operations Administrative Assistant

Job Description

Job Description

Description :

Under the supervision of the Director of Operations, the Operations Administration Assistant (OAA) assist with the coordination and management of internal company functions as well as interface with operational customers and employees over the phone. This role supports area managers, office management, and field employees. In addition, the Operations Administrative Assistant performs general clerical duties as assigned such as preparing reports, file records, tracking inventory, etc. They are expected to submit all required paperwork and complete task within designated timeframes, and assist with orientation and training of new hires. The OAA also maintains adequate inventories of all required supplies and property, reviews and verifies operations invoices, and may serve as HR liaison between Operations and Support Services.

Job Duties

• Organizing and maintaining files and records for operations.
• Assist with preparing and editing operations correspondence, reports, and presentations.
• Coordinates projects workflow, establishing and communicating priorities, and maintaining confidential files and records
• Ensure all project-related information / updates, reoccurring tasks, new assignments are entered into the team management application.
• Act as POC for office assistance.
• Assists with planning and scheduling meetings and appointments.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed office supplies.
• Liaises with executives direct reports to ensure timely communication of requests and projects.
• Compiles operational data, enters into automated processing systems, and verifies accuracy.
• Produces routine, numerical reports for management information and human resources tracking.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements.
• Designs, organizes, and maintains specialized and custom forms, records, reports, files, and logs to support technical work processes for the operations department and other departments as needed.
• Designs, develops, and maintains spreadsheets requiring data interpretation and manipulation; removes and archives inactive records or files; researches and assembles information from a variety of sources for the completion of specialized forms and technical reports; copies, compiles and distributes contracts, reports, documents, and other materials.
• Organizing and maintaining server files and records. Act as “Gatekeeper” for company server. Move, rename and save files as needed and establish a matrix for all departments.
• Handle all incoming calls from customers or employees and resolve immediate problems by coordinating practical solutions and providing excellent customer service.
• Making travel and other arrangements as requested.
• Receives and screens visitors and / or telephone calls, providing general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and the interrelation of policies, rules and procedures; skillfully handles complaints and inquiries; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Assist the training department with developing, organizing, and issuing training material to existing and new hires.
• Special project / event coordinator.
• Receptionist duties as assigned.
• All other duties assigned.

Requirements :