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Operations Support Specialist

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Job Overview

Objective:

The Operations Support Specialist plays a vital role in facilitating the daily administrative functions of the organization. Collaborating with various departments, you will provide essential support to ensure seamless operational processes. Reporting directly to the Plant Manager, you will undertake a comprehensive range of administrative and business functions, showcasing your accountability, initiative, confidentiality, problem-solving abilities, and interpersonal skills. Proficiency in Microsoft Office, particularly Excel and Word, will be crucial for executing your responsibilities in this dynamic environment.

Reporting Structure:

Reports to: Plant Manager

Collaborates with: Cross-functional teams

Direct Reports: None

Responsibilities:

The Operations Support Specialist significantly influences the operational efficiency of the facility. By managing vendor invoices, addressing employee inquiries, coordinating logistics, and maintaining office organization, you contribute to the effective daily functioning of the organization. Your meticulous attention to detail, advanced computer skills, and ability to communicate effectively across all levels of the company are essential for the overall success and productivity of the facility.

Key Responsibilities Include:

  • Oversee the accurate and timely processing of vendor invoices using D365 software, ensuring compliance with financial protocols and budgetary limits.
  • Manage receipt processing in D365 software, maintaining precise records and facilitating smooth transactional operations.
  • Assist employees with inquiries related to payroll, timekeeping, and other HR matters, collaborating with the HR Manager/Generalist to resolve issues efficiently.
  • Support the onboarding process for new employees by submitting necessary documentation prior to their start dates and ensuring compliance with I9 documentation within the required timeframe.
  • Organize office operations and procedures, including screening correspondence, sorting mail, and serving as the primary point of contact for inquiries, contributing to a well-structured and efficient work environment.
  • Ensure the timely return of rented Personal Protective Equipment (PPE) to vendors to prevent overcharges upon employee termination, demonstrating accountability and cost-awareness.
  • Utilize advanced Microsoft Excel skills to create, edit, and efficiently manage spreadsheets for various projects and reports, ensuring accurate and up-to-date records.
  • Engage with all levels of the organization, employing exceptional verbal and nonverbal communication skills to present data effectively and coordinate logistics to meet operational commitments.
  • Assist with special organizational projects requiring administrative support, demonstrating flexibility and adaptability to meet changing business needs.
  • Maintain confidentiality of sensitive information and comply with all applicable privacy laws, ensuring the security of confidential data.

Qualifications:

  • A minimum of three to five years of experience in office administration, encompassing a broad range of administrative tasks, including data entry, document processing, and correspondence management.
  • Proven proficiency in data entry, with experience in accurately inputting and managing data across various software systems.
  • Prior experience in a manufacturing environment is advantageous.
  • A high school diploma or equivalent qualification is required.
  • Additional training or certifications related to office administration, data entry, or software proficiency is preferred.
  • Demonstrated ability to efficiently manage administrative tasks, including vendor invoice processing, receipt processing, and office organization, with a keen attention to detail and accuracy.
  • Understanding of basic HR and payroll procedures, including employee onboarding processes, payroll inquiries, and I9 documentation requirements, to provide effective support to employees and the HR department.
  • Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook, with the ability to create, edit, and manipulate spreadsheets, documents, and emails efficiently to support data management and communication needs.
  • Familiarity with ERP systems, such as D365 or similar software, is preferred.
  • Exceptional verbal and written communication skills, enabling clear and effective communication with employees, management staff, and external stakeholders, and facilitating the coordination of logistics and correspondence management.
  • Strong problem-solving skills, coupled with the ability to anticipate and address issues proactively, enabling timely resolution of challenges related to vendor invoices, employee inquiries, and office organization.
  • Ability to multitask and prioritize effectively based on business needs, managing competing priorities such as data entry, special projects support, and PPE management to ensure timely completion of responsibilities.
  • Commitment to maintaining confidentiality of sensitive information and adherence to all applicable compliance laws related to privacy, ensuring the security and integrity of confidential data.
  • Advanced interpersonal skills, facilitating positive interactions with employees at all levels of the organization, and promoting a collaborative and supportive work environment.
  • Ability to adapt to changing priorities and work in a fast-paced environment with interruptions, demonstrating flexibility and agility in responding to evolving business needs and special projects support requirements.
  • Strong attention to detail and accuracy in data entry, document processing, and correspondence management, ensuring the integrity and reliability of administrative records and reports.

Work Environment:

  • The Operations Support Specialist will spend significant time seated and utilizing office equipment and computers in a fast-paced work environment with frequent interruptions.
  • The role may require occasional standing, walking, bending, and reaching to perform various administrative tasks.
  • The role may involve exposure to a noisy work environment, typical of a manufacturing facility, which includes both indoor and outdoor settings.
  • Typically, the Operations Support Specialist works standard office hours.
  • Flexibility is required to work on some weekends as needed to support operational demands or special projects.

Success Metrics:

  • Accuracy and Timeliness: The ability to accurately process vendor invoices and receipts in D365 software, maintain precise records, and complete administrative tasks promptly.
  • Employee Support: Effectively assisting employees with inquiries related to payroll, timekeeping, and HR matters, ensuring prompt resolution and satisfaction.
  • Office Organization: Demonstrating proficiency in organizing office operations and procedures, including correspondence management and maintaining an efficient work environment.
  • Data Management: Utilizing advanced Microsoft Excel skills to manage data effectively, create spreadsheets, and generate reports with accuracy.
  • Communication and Coordination: Facilitating effective communication and coordination with management staff, employees, and external stakeholders, particularly in managing logistics and correspondence.
  • Special Projects Support: Providing valuable assistance in special organizational projects requiring administrative support, demonstrating adaptability and reliability.
  • Confidentiality Compliance: Maintaining confidentiality of sensitive information and adhering to privacy laws and compliance regulations.
  • Flexibility and Adaptability: Successfully managing fluctuating workloads, interruptions, and changing priorities, while remaining flexible and adaptable to meet evolving business needs.

Our Values Align If You:

  • Make safety a top priority, actively contributing to creating a safe work environment for yourself and your colleagues.
  • Prioritize sustainability in your work, striving to contribute to green energy solutions and meet sustainability requirements.
  • Demonstrate a client-centric approach by focusing on understanding and meeting the diverse needs of our valued internal and external customers.
  • Embrace collaborative teamwork, leveraging the expertise of our global team to deliver innovative solutions.
  • Uphold high standards of excellence, continuously striving for improvement and delivering exceptional results.
  • Take ownership and accountability for your actions and responsibilities, ensuring the integrity and reliability of our operations.