Operations Administrator

SUMMARY: The Operations Administrator is responsible for overseeing all front desk operations and providing essential administrative support. The Operations Administrator serves as the first point of contact for visitors and employees, ensuring smooth day-to-day operations by providing a clean and welcoming environment, correspondence, data entry and all administrative needs. 

The ideal candidate for the Operations Administrator role is personable and possesses a bright demeanor, who can create a very welcoming environment to anyone who walks in the door of our offices. This person must be able to take initiative and be a self-starter and should be interested in learning more about our business and developing into other roles within our company. 

DUTIES AND RESPONSIBILITIES:

• Oversees all reception area needs and serves as frontline point of contact for customers and prospective clients.
• Provides a welcoming environment for all guests, visitors, and customers- including providing refreshments. 
• Greets and assists visitors, answers phone calls. And manages front desk activities.
• Oversees inventory and stock of entire office; ensuring that all essential supplies are always stocked.
• Accepts all incoming deliveries & mail, and routes to their intended recipient.
• Orders and/or purchases required office supplies and materials.
• Assists with data entry, reporting and general administrative tasks as needed.
• Coordinates with contracted cleaning company to ensure that cleaning quality expectations are being met.
• Scans sales orders and purchase orders into the sales team’s electronic files. 
• Releases orders to production
• Assists sales team with quotes, art requests, and production orders. 
• Bills shipping orders daily.
• Submits service tickets to building property management as needed. 
• Ensures that all meeting areas are kept clean throughout the day. 
• Performs all other administrative and clerical duties as needed. 

QUALIFICATIONS:

• High school diploma or general education degree (GED), and/or one to three years’ related experience in a front desk, administrative, or office support role, or equivalent combination of education and experience.
• Strong communication and organizational skills are required. 
• Ability to multitask and handle confidential information with discretion is a must.
• Computer skills required: Microsoft Office- including Teams; Zoho One CRM

COMPETENCIES:

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.