Summary:

The Operations Coordinator performs essential functions of the position, including ensuring our Company runs at maximum efficiency and effectiveness each day. This role has a variety of clerical and administrative tasks that support the Director of Operations in completing their duties to ensure the agency runs smoothly.

Duties & Responsibilities:

Greets and directs clients, guests, and contractors in person at the office.
Sorts, collates & distributes incoming correspondence mail & electronic (both incoming and outgoing), responding promptly and appropriately, screening when necessary. Ensuring deliveries to the attention of relevant staff members, pulling priority mail for immediate attention. Managing completion assignment and completion by backup.
Take inventory of office supplies, placing orders both online & instore to ensure supplies are always available.
Maintains and coordinates maintenance of all office equipment including tech hardware.
Acts as a liaison for building/parking management and staff ensuring building is maintained and employees have necessary access,
Maintains and updates files in agency management and filing systems, both electronic and physical. Including keeping our ops manual up to date with all current contract and contact information.
Assists in tidying common spaces, including loading/unloading dishwasher, wiping down counters, etc. ensuring our front office space is presentable at all times.
Participates in various committees to take notes and make updates to Microsoft Teams.
Manages/coordinates in-office meetings, company events, and ELT meetings including weekly catered lunch, conference room setup and cleanup for meetings and events, Offsite meeting/event management including setup & cleanup, Maintain all hands agenda & calendar invite.
Assists with new hire onboarding and offboarding.
Manages staff user accounts within various portals and platforms.
IT liaison for staff ensuring technical issues are resolved in a timely manner including follow up with staff post resolution.
Manages and Updates company directories, including but not limited to: outlook, org chart, teams, Asana.
Asana management and configuration keeping all teams and projects up to date.
Project based assistance to DOO to help achieve the operation department goals and improve operational efficiencies.
Performs other tasks as assigned and needed.

Education & Experience:

College-level education or equivalent level of administrative/operations experience
2 years of experience in administrative/executive assistant or operations role
Experience and proficiency with MS Office Suite preferred
Experience with Project Management software like Asana preferred
Proven experience working cross-functionally on various projects
Excellent communication skills and keen attention to detail are a must
Ability to multitask, prioritize, and adapt to change
Be positive, proactive, self-starter, and solution-focused ensuring the team is taken care of
Ability to deal with ambiguity, tight timelines, and multiple competing priorities in a dynamic environment
Excellent analytical, problem-solving and organizational skills

Work Environment:

This position operates in a typical office environment. The office areas includes cubicles and open workspaces. The noise level is generally low to moderate. Employees are expected to work on computers and communicate in person or via phone and email.

Physical Demands:

While performing the duties of this job, the employee may be regularly required to sit, stand, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard. Specific vision abilities required by the job include close vision (working on a computer) and the ability to adjust focus. This role is also required to lift, push, pull, and carry items up to 40 pounds occasionally.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

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Operations Coordinator