Office Operations Coordinator

2 weeks ago

Lexington, Kentucky, United States Converge Technology Solutions Full time

Department: People Operations

Position Title: People Operations Administrator

Job Family: People Operations

Location: Hybrid – Lexington Office & Remote

Reports to: Director of People Operations

Position Overview:

The People Operations Administrator plays a vital role in facilitating the operational functions within the organization. This position requires an individual who is adaptable, detail-oriented, and dedicated to ensuring seamless office operations on a daily basis. The role encompasses a variety of administrative responsibilities and coordination efforts aimed at enhancing process efficiency and improving the overall employee experience.

FLSA Status: Exempt

Essential Responsibilities:

  • Deliver on-site administrative assistance while projecting a positive and professional image for the organization.
  • Manage visitor access, uphold visitor protocols, and utilize guest management software.
  • Coordinate meeting logistics, including room arrangements and catering services as required.
  • Collaborate with maintenance personnel and external vendors to ensure timely completion of inspections, manage vendor contracts, and oversee emergency maintenance requests.
  • Collect supply requests, create orders, and facilitate the delivery of supplies to the office as necessary.
  • Handle sensitive information with discretion, ensuring confidentiality and compliance with privacy regulations.
  • Input and update data in databases and spreadsheets, as well as reconcile invoices.
  • Research, compile, and summarize information for reports and presentations.
  • Review and reconcile invoices to ensure accuracy.
  • Meet deadlines while adapting to shifting priorities.
  • Receive incoming packages, assist employees with shipping requirements, and coordinate package pickups.
  • Operate and maintain office equipment efficiently.
  • Execute all tasks in a timely and professional manner.

Required Skills and Qualifications:

  • Exceptional verbal and written communication abilities.
  • Proficient in data management and entry, with a focus on maintaining and enhancing filing systems.
  • Strong organizational skills with a keen eye for detail.
  • Effective time management skills with a proven track record of meeting deadlines.
  • Experience in event planning and coordination.
  • Knowledge of supply management and inventory control.
  • Proactive problem-solving skills and a commitment to process improvement.
  • Familiarity with Microsoft Office Suite and proficiency in spreadsheet management.

Education and Experience:

  • High school diploma or equivalent.
  • Previous administrative support experience in an office environment is advantageous.

Physical Requirements:

  • Ability to sit for extended periods while working at a computer.
  • Must be capable of lifting up to 15 pounds occasionally.

Converge Technology Solutions is an equal opportunity employer that values diversity. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We are committed to providing reasonable accommodations to enable employees with disabilities to perform essential job functions, as required.

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