The Operations Assistant reports directly to the Operations Manager. The Operations assistant works with the operations manager and other personnel to help keep businesses running smoothly. Responsibilities will include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. The ability to work in a fast paced environment with strong attention to detail is essential. You will be fully engaged and busy from the first day and we guarantee there will never be a dull moment.
Contribute in increasing team efficiency by giving support both operationally and administratively.
Make innovations for the creation of company procedures and policies as a means for improving company practice, work, and organizational structure.
The Operations Assistant may also be tasked with keeping copies of company policies and procedures.
Provide assistance and coordination regarding company meetings and events.
Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and events.
Must always be on hand and ready to perform additional related tasks assigned to him/her in the capacity of an operations analyst by the operations manager.
Arranging Domestic and International Travel; Airline, Hotel, Cars.
Above Average Typing Skills.
Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
Maintain electronic and hard copy filing system
Open, sort and distribute incoming correspondence
Perform data entry and scan documents
Manage calendar for Engineers, Assessors, Client Administrators
Assist in resolving any administrative problems
Run companys errands to post office and office supply store
Answer calls from customers regarding their inquiries
Prepare and modify documents including correspondence, reports, drafts, memos and emails
Schedule and coordinate meetings for Operations Department
Make Travel Arrangements for Engineers, Assessors, Client Administrators and Jr. Security Engineers
Maintain office supplies for Department
Maintain the S3 Open Dates Spreadsheet
Maintain the S3 Client Status Report
Maintain the Client Contacts list and create V-cards for clients, employees and vendors
Receive and Review Expense sheets, submit to managers to approve, create client billable expense sheets
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Administrative support professional experienced working in fast-paced environments demanding strong organizational, technical, and interpersonal skills. Highly trustworthy, ethical, and discreet; committed to superior customer service. Confident and poised in interactions with individuals at all levels. Detail-oriented and resourceful in completing projects; able to multi-task effectively.
Specialized Security Services, Inc.