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Office Operations Coordinator

2 months ago

Charlotte, North Carolina, United States TalentBridge Full time

Position Title: Administrative Assistant

Overview: Are you a meticulous, proactive, and organized individual who excels at ensuring seamless operations? We are seeking a dedicated Administrative Assistant to play a crucial role in our office dynamics. This position is ideal for someone who enjoys multitasking and thrives in a fast-paced environment. You will be integral to our office, providing support across various functions including administrative duties, sales assistance, travel coordination, and customer engagement. Your polished, professional demeanor will be essential in fostering positive interactions with clients, vendors, and team members.

Office Management:

  • Serve as the welcoming face and voice of our organization by managing incoming communications and greeting guests.
  • Coordinate and oversee schedules, meetings, and travel logistics (both domestic and international).
  • Manage shipping and logistics to ensure timely and efficient deliveries.
  • Assist office personnel with daily administrative tasks and special projects.
  • Maintain the office filing system, including financial records, client information, and other critical documents.
  • Ensure a well-organized, efficient, and inviting office atmosphere by overseeing supplies and common areas.
  • Handle conference management responsibilities, including setting up collaborative boards.
  • Act as the primary contact for IT and telecommunications issues.
  • Monitor and coordinate maintenance for company vehicles.
  • Process employee expense claims and oversee expense reconciliation.
  • Support event planning and coordination as required.
  • Conduct regular banking transactions and mail collection.

Sales Assistance:

  • Maintain and update the CRM system, ensuring the accuracy of sales data.
  • Assist the sales team with scheduling meetings and follow-up communications.
  • Provide additional support to enhance our business objectives.

General Support:

  • Manage ad-hoc tasks and projects as necessary to bolster team efficiency.

Qualifications:

  • Associate or Bachelor's degree preferred, but not mandatory.
  • 2+ years of experience in an administrative capacity preferred, though we prioritize the right skills and attitude.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Technologically adept with strong computer skills and the ability to quickly adapt to new tools.
  • Exceptional communication and interpersonal skills; adept at building relationships.
  • Strong organizational capabilities and meticulous attention to detail—proofreading and quality assurance are essential.
  • Self-motivated individual who flourishes in a dynamic, independent, and flexible setting.
  • Ability to prioritize tasks, take initiative, and manage multiple responsibilities effectively.

Why Consider This Role? This position transcends typical administrative duties—it's an opportunity to be a vital part of a growing organization. If you take pride in being the cohesive force that keeps operations running smoothly, this role offers diversity, professional growth, and the chance to make a significant impact.

This revised job description emphasizes the engaging aspects of the role and effectively communicates the company culture while highlighting opportunities for development and influence.