Operations Administrator

Operations Administrator (VA Office)

Job Description

The Operations Administrator serves as the primary support and administrative person for those who work in our Virginia office. As the Operations Administrator you will be tasked with many varying responsibilities throughout the workday. This position serves as the main point of contact for all office related needs such as service contractors, employee IT needs, and other varying administrative items. This person is expected to maintain a high level of professionalism throughout the day and must be able to remain flexible as unplanned tasks will frequently be assigned as the need arises.

Role and Responsibilities

• Answer and route all incoming phone calls to the appropriate person. Screen unwanted phone calls and advise lack of interest, when relevant. Take messages when required and ensure prompt communication to the appropriate person. Responsible for incoming after hours calls such as calls for service and the alarm company, and forward the calls as needed.
• Greet visitors and assist them, as needed.
• Inventory and reorder office, kitchen, and bathroom supplies ensuring that all paper products, snacks, and drinks are stocked appropriately. This will include replacing items such as the refrigerator water filters and other similar tasks.  
• Receive and distribute incoming mail and handle anything outgoing.
• Receive, offload, check in, and sort all warehouse deliveries. Use of forklift will be frequently required. (GRCo will provide required forklift training.)
• Assist Service Operations team with the daily review and routing of completed work orders and the weekly review and routing of timesheets. Communicate with Service Technicians to confirm accuracy or request modifications to work orders and timesheets, as needed. 
• Monitor general ledger account for stock items, transferring costs to jobs and work orders as necessary.
• Create Service purchase orders as needed, ensuring timely order, delivery, and, if required, pickup.
• As requested, provide various reports to operations teams.
• Assist with any word processing, spreadsheet development, presentation development, or filing needs that arise.
• Ensure office is always kept neat and tidy, cleaning up as necessary.
• Setup office related service appointments, oversee satisfactory completion of services rendered, review and sign paperwork once services are performed. Communicate with building management company on building related needs that require their attention, following up to ensure timely and satisfactory repairs.
• Monitor and maintain inventory counts of promotional items and work with Marketing Specialist to ensure appropriate levels of items at all times.
• Handle the sorting and shipping of marketing items for customers and employees, to include employee uniforms and holiday gifts.
• Coordinate and assist with event planning, as necessary.
• Decorate office for holidays.
• Any other administrative support needs that arise.

Qualifications and Required Experience

• High school diploma or GED.
• 5 years of prior administrative support experience.
• Must have advanced knowledge of computer skills, including but not limited to Microsoft Office products and Adobe Acrobat.
• Ability to work independently and maintain productivity with little direct oversight.
• Team player attitude and self-starter initiative.
• Effective communication and customer service skills.
• Strong organizational skills and resourceful problem solving skills.
• Position requires pre-employment drug screening and background check.

Physical Requirements

• Must be able to remain in a stationary position for extended periods of time.
• The person in this position needs to occasionally move about inside the office and warehouse to complete the duties listed under Roles and Responsibilities, above.
• Ability to constantly operate a computer and other office productivity equipment.
• Ability to effectively communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally move items weighing up to 40 pounds throughout office for various needs.