What are the responsibilities and job description for the Operations Assistant position at Coker Group?
Description
Position Summary: The Operations and Executive Assistant position is responsible for providing confidential assistance and support to the leadership team. This position involves organizing and report creation for high-level, sensitive data for leadership projects. This is a full-time, non-exempt position. Hours of work are 8:30 A.M. – 5:00 P.M. with a 45-minute lunch break. Shifts may vary depending on business needs.
Essential Duties And Responsibilities
Job Specifications:
Position Summary: The Operations and Executive Assistant position is responsible for providing confidential assistance and support to the leadership team. This position involves organizing and report creation for high-level, sensitive data for leadership projects. This is a full-time, non-exempt position. Hours of work are 8:30 A.M. – 5:00 P.M. with a 45-minute lunch break. Shifts may vary depending on business needs.
Essential Duties And Responsibilities
- Gathering data from MACH to create and present reports for management
- Refund, Claims, and Returns
- Maintain Avalara
- Analyzing shipping costs
- UPS/FedEx reports: verifying shipping costs and posting shipment tracking information
- Maintaining material data safety worksheets for all products in the warehouse
- Capability to prioritize workload
- Perform other job-related duties as assigned or apparent
- Setup and assist in MACH manufacturing BOM/SOP (Long Island/Northern Star)
- Updating the Daily Sales Report and emailing to the management team
- Creating phone reports
- Warehouse Daily Shipment Report
- Monthly Booking/Sales Report (detailed)
- Quarterly Sales by Generation Report
- Respond to various departments within the organization that may need information regarding vendors, customers, products, deliveries, etc.
- Update computer with timely and valid information when needed
- Maintenance and tracking of internal vendor agreements, contracts, and insurance certificate of liability, postal contractors, waste management, SafteyKleen, pest control, vending, etc.
- Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
- Schedules and attend meetings on behalf of executives, taking notes and recording minutes.
- Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Create Power Point Presentations.
- Review Return Reports and notify of increases or areas that need attention.
- Create and update companywide Standard Operating Procedures (SOPs)
- Log and report on Purchase Price Variances.
- Data Entry for Manufacturing Bills of Materials (BOMs)
Job Specifications:
- High School Diploma or GED required
- Associate’s degree in accounting preferred
- High-level proficiency with Microsoft Office, including Excel, Word, and PowerPoint, Outlook, and MACH ERP system
- Strong oral, written and interpersonal communication skills.
- High level of organization, attention to detail, and follow-through
- Ability to learn new procedures, systems, and technologies
- Ability to prioritize and multitask
- Strong problem-solving skills and Mathematical aptitude
- Flexibility to adapt to changes in the company or department
- Highly motivated and able to work independently and collaboratively as part of a team
- Ability to maintain grace under pressure and contribute to a positive work environment
- Reliable and punctual
- Fluent in MACH Reports
