Summary
The Operations Administrator will provide support for the Operations department within our company. To be successful as an Operations Administrator you should be able to oversee and ensure smooth efficient project administration, organization of all types of projects with the ability to work in a fast-paced environment and switch between assignments as needed. To be successful as an Office Administrator you should be able to ensure smooth and efficient daily communications with the ability to work in a fast-paced environment.
The Operations Administrator reports to the Director of Operations.
Duties and Responsibilities
· Responsible for providing administrative support to the Operations team as needed.
· Responsible for the Operations meeting agendas, maintaining organized notes, and following up on tasks assigned that arise from the meeting
· Responsible for research projects for multiple departments as needed.
· Responsible for creating, formatting, coordinating, and organizing all Standard Operational Procedures for the Operations team.
· Responsible for tracking, ordering, organizing and replenishing office supplies.
· Responsible for ordering company logo merchandise and business cards.
· Responsible for vendor Accounts Payable entry into SAGE.
· Responsible for the daily filing of vendor invoices, which involves the creation of new vendor folders and labels.
· Responsible for annual purging of previous year’s vendor files.
· Responsible for managing daily emails within the Returns-Claims inbox.
· Responsible for completing Return Merchandise Authorizations (RMA), claims, and price-discrepancies sent to Returns-Claims.
· Responsible for completion and maintenance of the customer discrepancy report.
· Responsible for compiling and reviewing the daily backorder report.
· Responsible for providing McMaster with part availability upon request.
· Responsible for the creation of McMaster quotes upon their request for pricing.
· Responsible for entering Operations Department orders into the Value Added (VAS) Tracker and provides coverage for Order Entry/Sales orders as needed.
· Responsible for monthly company credit card reconciliation and SAGE entry.
Other Duties:
· Back-up for the Front Desk Administrator as needed.
· Assist Accounting with taking customer credit card information as needed.
· Assist with Inside Technical Sales Specialist (ITSS) order entry and invoicing.
· Assist with bad debt and special collections.
· Assist with daily customer invoicing as needed.
· Assist with “end of day” posting as needed.
Skills and Educational Requirements
· High School Diploma.
· Minimum 2+ years of administrative experience - necessary.
· Minimum 1+ year of accounting experience - preferred.
· Advanced skills in Microsoft Office (Excel and Outlook) – necessary.
· Strong computer skills with increased navigational knowledge.
· Strong organizational and administrative skills.
· Excellent communications skills both written and verbal.
· Detail oriented with strong analytical and problem-solving skills.
· Ability to maintain confidentiality.
· Ability to work on multiple projects at a time with good time management skills and with minimal error.
· Ability to work with people at all levels with independence in opinion and integrity.
· Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration.
· Ability to manage difficult customer situations and respond immediately to customer inquiries.
· Looks for ways to improve and promote customer excellence.
· Dependable and arrives to work on time and ensures work responsibilities are covered in advance when scheduling a planned absence.
· Volunteers readily and offers help when needed.
Physical and Time Demands
· The ability to work full time (40 hours per week).
· The ability to work on a computer and telephone.
· The ability to spend 85% of the work hours sitting at a desk.
· The ability to spend 15% of the work hours in the warehouse standing, walking, bending, and climbing on ladders.
· The ability to lift 30 pounds.
Pay: $23.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
