Administrative Support:

1. Office and Operations Coordination:

• Oversee the day-to-day administrative tasks to support the operations team.
• Maintain office supplies and equipment, ensuring that all operational materials are stocked and readily available.
• Handle communication related to operations, including phone calls, emails, and correspondence.
• Organize meetings and events for the operations team, ensuring all logistics are in place.
• Prepare and manage schedules, appointments, and travel arrangements for the operations department.

1. Document and Record Management:

• Maintain organized records of all operational documents, including contracts, invoices, purchase orders, and reports.
• Assist with the preparation and filing of key operational documents.
• Ensure that records are up-to-date, accurate, and accessible to relevant stakeholders.
• Ensure compliance with internal and external document retention policies.

1. Data Entry and Reporting:

• Enter data into various operational systems or databases, ensuring accuracy and timeliness.
• Prepare and update operational reports, such as inventory levels, performance metrics, and status updates on ongoing projects.
• Assist with creating and presenting regular reports for senior management, highlighting key performance indicators (KPIs) and operational efficiency.

1. Expense and Budget Management:

• Track operational expenses and assist in managing the departmental budget.
• Process invoices and assist in managing vendor relationships.
• Help with preparing and reviewing cost reports to identify areas for cost savings or improvements.

Operational Support:

1. Workflow Optimization:

• Assist in identifying inefficiencies or bottlenecks in operations and suggest improvements or optimizations.
• Support the implementation of new operational procedures or systems.
• Assist with maintaining and updating operational manuals and SOPs (Standard Operating Procedures).

1. Inventory and Resource Management:

• Help monitor and track inventory levels, ensuring that necessary materials and equipment are available for daily operations.
• Coordinate with vendors and suppliers to ensure timely delivery of resources.
• Assist in managing inventory systems, including reconciling stock levels, placing orders, and ensuring materials are appropriately stored.

1. Task Coordination and Scheduling:

• Coordinate the scheduling of work or tasks across the operations team to ensure timely completion.
• Monitor the progress of operational tasks and projects, following up to ensure deadlines are met.
• Liaise with various departments to ensure all operational needs are being addressed in a timely and efficient manner.

Communication and Collaboration:

1. Cross-Department Coordination:

• Serve as the primary point of contact between the operations team and other departments (e.g., HR, Finance, Logistics).
• Facilitate communication between team members, management, and external vendors or clients.
• Ensure that relevant stakeholders are informed of operational changes or updates.

1. Customer and Vendor Relations:

• Assist with managing vendor relationships and ensuring that contractual agreements are adhered to.
• Handle customer inquiries related to operations, providing timely and accurate information as needed.

Support for Management:

1. Management of Operational Projects:

• Assist the operations manager or director with various projects, including tracking timelines, resources, and deliverables.
• Help organize and coordinate resources for large-scale operational projects or initiatives.
• Prepare presentations, meeting agendas, and reports for senior management.

1. Problem-Solving:

• Assist in identifying issues affecting the operations team and help implement solutions.
• Provide troubleshooting support when operational issues arise, escalating more complex problems as needed.

Skills

Education and Experience:

• High School Diploma or Equivalent (required)
• Associate’s or Bachelor’s Degree in business administration, operations management, logistics, or a related field (preferred)
• 5+ Related Experience
• Experience in operations management or project coordination is a plus.

Skills:

• Organizational Skills: Ability to manage multiple tasks and priorities, keeping track of deadlines and resources effectively.
• Communication Skills: Strong written and verbal communication abilities for interacting with team members, senior management, and external vendors.
• Problem-Solving: Critical thinking skills to help resolve operational issues or streamline processes.
• Attention to Detail: High level of accuracy in managing data, records, and operational documents.
• Time Management: Ability to prioritize and manage time effectively, ensuring tasks are completed on time.
• Project Management: Basic understanding of project management principles, with the ability to coordinate projects and tasks across different teams.
• Technology Proficiency: Strong proficiency in office software (e.g., Microsoft Office Suite, Google Workspace), and experience with operations or project management tools (e.g., Trello, Asana, SAP).

Certifications (Optional):

• Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) (for operations coordination roles)
• Six Sigma Certification (for process improvement initiatives)
• Certified Administrative Professional (CAP) (for administrative roles)