Summary

The Administrative Assistant - Operations is responsible for providing administrative support to the managers in the Operations department. In addition, he/she will coordinate travel planning as requested.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Coordinate scheduling of department meetings
• Arranges travel plans as requested including hotels for employees/visitors/vendors
• Maintains company compliance documents for new hires and required certifications
• Contact for building maintenance and cleaning issues
• Manages all office supplies/consumables
• Contact for desk phones and cell phones
• Back up for front desk
• Provides support to managers and teammates in Operations (Safety/Service/Project Management/Engineering)

Safety

• Member of Safety committee/administrator for meetings
• Maintain and monitors online company subscriptions (contractor compliance)
• Gather information and complete contractor safety sheets
• Point of contact for some building safety services

Service

• Supports the Service dept-enters cases and details in CRM; process work orders
• Ensure data is accurate and up to date through Excel uploads
• Manage GoCanvas desktop and mobile app (Service Work Orders are created and assigned to Service Techs)
• Submit return Material Authorizations (RMA)
• Pricing updates
• Detailing
• Set up training for techs (forklift/aerial/CPR)

Project Management

• Create and send out service work orders for contractors
• Monitor Project Management email inbox (forward and archive when/where appropriate)
• Set up internal planning meetings (notes/recordings/follow up)

Engineering

• Maintain records/flow of Sterling drawings
• Mange housekeeping of open projects
• Engineering meetings, notes and actions as necessary
• Manage activity of Problem Project meeting/follow up
• Perform other administrative tasks as requested

Education and/or Experience

• Required education generally equivalent to an Associate degree.
• Requires 3 to 5 years of administrative experience.
• Requires mathematical skills that require the ability to add, subtract, multiply and divide.
• Requires a strong knowledge of Microsoft Office applications, including Excel, Outlook and Word.
• Requires effective oral and written communications skills in order to interact with all employee levels within the company

Job Type: Full-time

Pay: $20.00 - $22.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• administration: 3 years (Preferred)
• Microsoft Office: 3 years (Preferred)
• Communication skills: 3 years (Preferred)

Work Location: In person

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