Administrative Operations Specialist

Join our dynamic team as an Administrative Operations Specialist—drive efficiency, master complex scheduling, and ensure seamless coordination across all operations. This position is for someone that loves to multi-task, requires little to no supervision and enjoys working independently.

Position Summary: The Operation’s Support Assistant position is a non-exempt position that plays a vital role in supporting the COO in overseeing the company’s operational activities, ensuring smooth coordination, and driving strategic initiatives. This position requires a highly organized, proactive, and detail-oriented individual who can manage administrative tasks, assist with project coordination, and act as a liaison between the COO and internal/external stakeholders. This role also requires a proactive individual capable of handling confidential matters with discretion and supporting the needs of the Operation’s Manager and Assistant Manager of Sanitation and Industrial Maintenance as needed.

Duties and Responsibilities:

· Track and maintain accurate inventory records, including stock levels, usage trends, and replenishment schedules.

· Prepare and analyze inventory reports to support operational decision-making.

· Identify discrepancies in inventory counts and collaborate with teams to resolve issues.

· Coordinate with suppliers and vendors to ensure timely delivery of inventory.

· Monitor purchase orders, delivery schedules, and inventory lead times to avoid stockouts or overstock situations.

· Ensure that special-order equipment and materials are managed efficiently and delivered in alignment with project goals and timelines.

· Heavy scheduling and complex calendar management: manage constantly evolving calendars using keen judgment to prioritize meetings appropriately and maximize efficiency of COO and team, as assigned.

· Ensure COO is equipped with all the necessary meeting information serving as a liaison to supporting teams, ensuring preparation information is provided, confirming meetings, and keeping up to speed on all matters requiring attention.

· Draft communications to staff, clients, and company vendors on behalf of COO and team.

· Establish cadence through recurring meetings with the broader executive team, direct reports, and cross-functional leadership, using keen judgement on project priorities and time management.

· Plan, coordinate and manage daily operations meetings, quarterly staff meetings and quarterly all‐hands meetings, including presentation management, agenda creation, minute recording, material distribution and action item tracking.

· Effectively communicate and coordinate with cross-functional teams and external customers and partners as a representative of the COO and team, as assigned.

· Collaborate with cross functional teams on business-critical projects.

· Coordinate travel arrangements – including flights, hotels, meals, car service, international itineraries, etc.

· Coordinate partner, prospect and customer meetings involving senior management, and facilitate in-person meetings at our South Dakota Office.

· Project work, not limited to but including, board management and supplier communication, meeting/event preparation, execution support and follow-up.

· Keep distribution lists current across Operations.

· Travel to various local destinations to pick up/return products.

· Occasionally travel to Omaha airport to pick up vendors/customers.

· All other duties as assigned.

Requirements:

· 5 years supporting senior management.

· Experience in project coordination.

· Analytical skills to interpret inventory data and identify improvement opportunities.

· Experience in booking and managing travel itineraries and frequently changing calendars

· Experience coordinating internal and external meetings.

· Ability to multi-task and remain calm under high pressure situations.

· Possess outstanding communication and interpersonal skills with the ability to communicate with Executive Management and Board of Directors.

· Process-oriented and passionate about finding ways to improve processes and drive efficiencies.

· Extremely organized with excellent attention to detail.

· High technical proficiency in Microsoft Office.

· Ability to learn quickly and maintain a high-performance level in a dynamic environment with shifting priorities.

· Team player, able to effectively interact with other members of the team.

· Ability to act independently with minimal supervision.

Preferred:

· Highly motivated and proactive.

· Excellent writing and editorial skills.

· Self-motivated and resourceful.

· Handle highly confidential matters with discretion and tact.

· Reliable and consistent, taking pride and ownership in work.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Life insurance
• Referral program

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Supporting Senior Management: 5 years (Required)

Language:

• English (Required)

Ability to Commute:

• North Sioux City, SD 57049 (Required)

Ability to Relocate:

• North Sioux City, SD 57049: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $23