Administrative Operations Coordinator

2 weeks ago

Chicago, Illinois, United States PinPoint Precision Full time
Benefits:
  • Competitive salary
  • Flexible schedule
  • Opportunity for advancement
  • Training & development

At Pinpoint Precision, we believe in fostering a vibrant company culture that prioritizes diversity and growth. We are currently looking for a dedicated and professional Operations Assistant to provide essential support to our leadership team and engineering staff.

Qualifications
  • Associates degree in Business Administration (Bachelor's preferred)
  • 2-5 years of relevant experience
  • Proficient in various software applications (CRM, Google Workspace, Microsoft Office Suite, Adobe Acrobat)
  • Experience in bookkeeping and accounting practices (Reconciliation, Expense Tracking, Tax Accounting, Budgets, Invoicing, Accounts Payable and Receivable)
  • Strong written, verbal, organizational, and interpersonal skills
  • Valid Driver's License
Key Responsibilities
  • Administrative Support:
    • Assist with daily administrative functions including email correspondence and document management.
    • Organize and maintain electronic files to ensure accuracy and accessibility.
    • Prepare necessary documents, reports, and presentations as directed by the Admin Operations Manager.
    • Support fleet management operations.
  • Database Management:
    • Manage Deltek Ajera systems related to clients and suppliers, ensuring accurate data entry.
    • Maintain up-to-date records in databases, safeguarding data integrity and confidentiality.
  • Scheduling and Coordination:
    • Assist in scheduling meetings, appointments, and conferences.
  • Inventory Management:
    • Monitor and manage office supplies and equipment, placing orders as necessary.
  • Project & Invoice Support:
    • Collaborate with the Operations Manager on projects aimed at enhancing efficiency and reducing costs.
    • Conduct research and data analysis to support project initiatives.
    • Prepare and issue invoices for services, ensuring timely and accurate billing.
    • Track payments and follow up on overdue invoices, coordinating with the accounting team.
    • Generate reports on invoicing status and payment trends for management review.
  • Communication Support:
    • Draft internal communications including memos and announcements.
    • Facilitate communication between various departments and teams.
  • Meeting Support:
    • Prepare agendas, take minutes, and distribute them to relevant parties.
    • Arrange meeting logistics including room setup and refreshments.
  • Customer Service:
    • Assist clients and customers through various communication channels, addressing inquiries professionally.
  • Quality Assurance:
    • Conduct quality checks on documents and reports to ensure accuracy.
    • Identify and rectify discrepancies or errors in documentation.
  • Ad Hoc Tasks:
    • Perform miscellaneous tasks as assigned by the Admin Operations Manager.
    • Adapt to changing priorities and assist with urgent tasks as needed.
  • Learning and Development:
    • Engage in training sessions to enhance skills related to administrative functions and project management.
    • Seek opportunities to understand organizational operations to better assist the Operations Manager.
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Women, Veterans, Disabled and Minorities are encouraged to apply: All qualified applicants will receive consideration without regard to race, color, age, gender, religion, national origin, disability, sexual orientation, gender identity, veteran/military status, marital status, genetic information, or any other status protected under local, state, or federal laws or regulations.

About Us

Pinpoint Precision is a reputable civil engineering firm committed to delivering quality service to a diverse clientele. Our focus on diversity, growth, and community ensures that our employees are recognized for their contributions and supported in their professional journeys. We emphasize personal growth and empower our employees to carve their own paths to success within the organization.

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