Operations Specialist

• Coordinate purchasing & stocking office supplies and equipment

• Oversee facilities management, work with building engineering and janitorial staff

• Coordinator Certificates of Insurance between vendors and Building Management

• Regularly interact with clients, prospective clients and visiting executives

• Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning

• Provide administrative support duties as a backup to coordinators 

• Assist on office communications using programs: PowerPoint and InDesign

• Provide technical support including new hire computer set up, meeting presentations, and equipment trouble shooting. New hire orientation.

• Answer telephones, handle & screen calls, and route to appropriate individuals, or take messages for multiple offices

• Process and code invoices for payment

• Collect, research, code and scan checks for deposit

• Sort and distribute incoming mail and deliveries

• Maintain postage machine, copiers

• Restocking of kitchen and office supplies daily

• Establish and monitor facility standards (cleaning and other maintenance)

• Act as office contact for property management

• Coordinate meetings and/or special events, including set up, clean up and catering

• Maintain office files: Electronic and hard copy files

• Performs other related duties as required or requested

Other Requirements & Administrative Duties

• Bachelor’s Degree (Business, Communications, or related field) or 2+ years of administrative support experience in a corporate environment

• Combination of education without a degree and corporate work experience will be considered

• Proficiency with Microsoft Office Suite

• Knowledge of InDesign, Workday and Salesforce a plus

• Excellent verbal and written communication skills

• Proven ability to exercise discretion in dealing with confidential information and highly sensitive issues

• Strong interpersonal skills and problem-solving ability

• Proven record of punctuality and good attendance

Physical Requirements

• Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day.

• Some overtime may be required.

• Regularly required to lift supply boxes; some could weigh up to 30 pounds

• Extensive walking throughout the office, stocking kitchen supplies and office supplies

• Ability to read and understand information and ideas presented orally and in writing

• Ability to communicate information and ideas in writing and orally so others will understand

• Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays