Overview
We are seeking a dynamic and detail-oriented Operations Assistant to join our team and support the seamless functioning of our business operations. This role offers an exciting opportunity to contribute to various administrative, financial, and client-facing activities that drive our company's success. The ideal candidate will be proactive, organized, and eager to develop their skills across multiple areas including customer service, business development, and team management. As an Operations Assistant, you will play a vital role in ensuring operational efficiency while fostering positive relationships with clients and internal teams.
Responsibilities
Executive Support
- Prepare meeting agendas, presentations, reports, and meeting minutes.
- Prioritize communications and correspondence.
- Assist with confidential projects and executive initiatives.
Operations Support
- Coordinate daily operational activities between departments.
- Track operational deadlines and follow up on outstanding tasks.
- Assist with production scheduling and project coordination.
- Prepare operational reports and dashboards.
- Monitor workflow and communicate potential delays.
- Support continuous improvement initiatives.
Client Relations
- Serve point of contact for customers.
- Respond to customer inquiries regarding products, pricing, orders, and deliveries.
- Coordinate customer meetings.
- Follow up on quotations and open orders.
- Ensure exceptional customer service throughout the project lifecycle.
Inventory & Purchasing
- Coordinate ordering of office supplies, production materials, and equipment.
- Assist with vendor communications.
- Track purchase orders and delivery schedules.
- Maintain inventory records.
- Coordinate with plant personnel regarding stock availability.
International Coordination
- Communicate regularly with offices and manufacturing partners outside the United States.
- Assist with translation and bilingual communication when necessary.
- Coordinate requests between international engineering, production, and sales teams.
Administrative Support
- Prepare reports, spreadsheets, and presentations.
- Maintain digital and paper filing systems.
- Process expense reports and invoices.
- Support HR onboarding and administrative activities.
- Maintain company records and documentation.
Project Coordination
- Track multiple client projects simultaneously.
- Assist in coordinating production timelines.
- Communicate project status updates.
- Help ensure projects remain on schedule.
Compliance & Documentation
- Maintain accurate operational documentation.
- Support ISO, OSHA, and quality documentation as needed.
- Ensure company records remain organized and current.
Other Responsibilities
- Identify opportunities to improve operational efficiency.
- Assist leadership with special projects.
- Perform additional duties as assigned.
Required Qualifications
- Associate or bachelor’s degree in business administration, Operations Management, or related field preferred.
- High school diploma or GED required.
- Minimum 2–4 years of administrative or operations support experience.
- Experience supporting senior executives.
- Strong Microsoft Office Suite skills (Excel, Word, Outlook, PowerPoint).
- Experience coordinating meetings and calendars.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
Preferred Qualifications
- Experience with inventory management.
- ERP software experience.
- CRM software experience.
- Ai model experience
- Purchasing or procurement experience.
- Bilingual English/Spanish highly preferred.
- Experience working with international teams.
- Project coordination experience.
Knowledge, Skills, and Abilities (KSAs)
- Exceptional organizational skills.
- Strong attention to detail.
- Excellent customer service skills.
- Professional communication skills.
- Ability to prioritize competing deadlines.
- Strong analytical and problem-solving abilities.
- Ability to maintain confidentiality.
- Ability to work independently.
- Strong interpersonal skills.
- Proficiency in Microsoft Office.
- Advanced Excel skills preferred.
- Ability to coordinate multiple projects simultaneously.
- Adaptability in a fast-paced environment.
Physical Requirements
- Ability to sit for extended periods.
- Frequent computer use.
- Occasional standing and walking throughout the facility.
- Ability to lift up to 20 pounds occasionally.
- Ability to travel within the facility as needed.
Work Environment
- Professional office environment within a manufacturing facility.
- Frequent interaction with production personnel.
- Moderate noise level.
- Visits to warehouse and production areas.
- Fast-paced, deadline-driven environment.
Travel Requirements
- Local travel.
- Occasional domestic travel.
- Limited international travel may be required.
Equal Employment Opportunity (EEO) Statement
Client is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or local law.
Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify duties and responsibilities as business needs require.
Join us as an Operations Assistant if you're passionate about streamlining processes, supporting growth initiatives, and delivering exceptional service. This paid position offers a vibrant environment where your contributions directly impact our success while providing opportunities for professional development.
Pay: $24.00 - $30.00 per hour
Work Location: Hybrid remote in West Palm Beach, FL 33405
