Operations Support Specialist

Description:

Position Overview:

As an Operations Support Specialist, you play a vital role in assisting with supporting the successful execution of projects by helping to coordinate activities, resources, and communication to ensure project milestones and objectives. You will help assist with project scope, project documentation, facilitate effective communication between teams and stakeholders, and help to contribute to process improvement initiatives. Your attention to detail, organizational skills, and ability to collaborate with various stakeholders will help contribute to the overall success of projects and the satisfaction of customers, and the overall success of B Robinson Inc.

This is an Hourly Non-Exempt position that reports to the Project Coordinator.

Requirements:

Basic Requirements:

• High School diploma or equivalent with proven experience as an office assistant or similar role.
• Strong organizational and time management skills to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills to facilitate effective communication between team members and vendors.
• Detail-oriented with a focus on accuracy.
• Ability to adapt to changing project demands and maintain flexibility.
• Punctuality and strong work ethic to ensure timelines are met.
• A collaborator with a positive disposition and willingness to support colleagues.
• Proficiency in leveraging Office and Google Workspace products to streamline project documentation.
• Ability to travel for training as needed.
• Maintain a valid driver's license.
• Provide assistance with deliverables and production reports on a daily basis.
• Punctuality; Arrive at work on time every day limiting unexcused absences.
• May assist with maintaining, cleaning, and organizing work area, truck, equipment, tools and office location.
• Excellent teamwork skills, including the ability to collaborate effectively with coworkers, vendors, and customers.
• Time management skills are crucial to ensure efficient use of working hours.
• Timely completion of required documentation
• Communication Skills: Effective verbal and written communication skills to help collaborate with team members and communicate technical information clearly.

Key Responsibilities and Expectations: Below is an outline of the skills required for the position.

• Handling administrative tasks including research of work to be performed, data entry and document creation in various MS Office or Google Workspace products.
• Assisting the team in preparing and maintaining project documentation.
• Managing communications, including emails, direct messages, and other diverse types of communications where prompt and professional responses are required.
• Creating and updating project documentation and schedules for team members.
• Communicating between teams, stakeholders, and clients in a positive and professional manner.
• Collaborating with team members and vendors as needed to aid with project related tasks.
• Assist in creating and maintaining project documentation, including project plans, status reports, meeting minutes, and documentation of project milestones. Generate reports to track project progress and communicate updates to stakeholders.
• Facilitate communication between teams, stakeholders, clients, and vendors. Ensure timely and accurate information exchange to support project success.
• Collaborate with vendors and BRI leadership to allocate resources, including personnel, equipment, and materials, according to project requirements.
• Identify and assess project risks, develop mitigation strategies, and monitor risk throughout the project lifecycle.
• Assist in monitoring project budgets, track expenses, and ensure adherence to allocated project funds.
• Support quality control processes by conducting regular reviews and inspections to ensure project deliverables meet established quality standards.
• Assist in managing project changes by assessing their impact, documenting change requests (MOPS), and coordinating necessary adjustments, while following vendor SOW and SOP requirements to complete tasks.
• Provide support with schedules and coordinate meetings, prepare meeting agendas, and document meeting minutes. Follow up on action items and ensure timely resolution of project-related issues.
• Assist with maintenance of accurate and up-to-date project documentation, including plans, reports, and records, in compliance with company standards.
• Provide support and assistance to team members, fostering a collaborative and productive work environment.
• Other duties may be assigned.