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Administrative Operations Coordinator

2 months ago

Canton, Massachusetts, United States Timberline Construction Full time
Job Overview

A. Position Summary:

The Administrative Operations Coordinator plays a crucial role in delivering comprehensive office assistance through a range of clerical functions and related responsibilities. This individual will also provide extensive relationship management, administrative, and operational support to the executive leadership. Additionally, they will manage special projects, address urgent requests, and serve as a communication bridge within the organization. The nature of the work is typically critical and confidential.

B. Key Responsibilities:


OFFICE OPERATIONS

  • Oversee the business card management process in collaboration with HR to ensure alignment with strategic objectives and timely provision of business cards for new hires.
  • Manage vendor relationships for café services and multi-purpose room logistics, including corporate catering for meetings.
  • Serve as the primary resource for conference room management, including scheduling, audio-visual systems, and maintenance. Provide training during the onboarding of new staff.
  • Maintain the conference call account, coordinating with HR to track new hires and terminations.
  • Ensure that company apparel is properly inventoried and stocked in anticipation of seasonal needs and new employee onboarding.
  • Facilitate client business development efforts, which may involve securing venues, making reservations, and obtaining tickets.

ADMINISTRATIVE SUPPORT

  • Draft and refine business documents, letters, reports, and all other correspondence from initial drafts to final client-ready versions.
  • Handle the copying, distribution, shipping, and receipt of documents.
  • Prepare meeting agendas and coordinate logistics, including space reservations and catering arrangements.
  • Organize and maintain an efficient filing system.
  • Conduct research and compile requested data.
  • Perform general office duties, including the procurement of supplies.

CORPORATE CULTURE AND COMMUNITY ENGAGEMENT

  • Collaborate with Marketing and HR to plan and execute corporate culture events, such as anniversary celebrations and award ceremonies.

RELATIONSHIP MANAGEMENT

  • Facilitate teamwork and achieve objectives through collaborative efforts. Maintain effective communication with senior leadership.
  • Coordinate scheduling and logistics for conference calls and meetings, confirming any changes or delays with all involved parties. Prepare necessary meeting materials.
  • Attend meetings to take minutes as required. Transcribe and distribute meeting notes.
  • Answer, screen, and direct phone inquiries, taking messages as necessary.
  • Welcome visitors and determine their access to specific employees.

C. Qualifications

Education: Associate's or Bachelor's degree

Experience: 10-15 years of experience in Office Management or as an Executive Assistant supporting C-Level executives in a dynamic environment.


D. Skills and Knowledge:

  • Demonstrated success in supporting high-demand executives.
  • References that showcase exceptional customer service, organization-wide collaboration, and the ability to perform under pressure.
  • Excellent interpersonal and communication skills, with the ability to engage with professionals at all levels, both verbally and in writing.
  • Professional demeanor with a strong record of attendance and punctuality.
  • Proficient in PC usage, MS Office Suite (Word, Excel, PowerPoint, etc.), and social media platforms.

Timberline Construction Corporation is committed to being an equal opportunity employer, ensuring that we do not discriminate based on race, color, national origin, religion, sex, pregnancy, age, disability, genetic information, sexual orientation, gender identity, veteran or military status, or any other characteristic protected by law.