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Operations Coordinator

2 months ago

Mastic Beach, New York, United States MyCareersFuture Full time

Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at MyCareersFuture. As an Administrative Support Specialist, you will provide comprehensive administrative and secretarial support to our department, ensuring seamless day-to-day operations.

Key Responsibilities

  • Provide administrative support to the department, including preparing and distributing meeting minutes, coordinating travel arrangements, and maintaining departmental files and records.
  • Coordinate meetings, conferences, and training sessions, ensuring all details regarding venue, time, and participants are communicated in advance.
  • Prepare and coordinate departmental communications and reports, including generating quotations and purchase orders and ensuring timely payment of invoices.
  • Assist in creating and processing purchase orders electronically in Ariba, and verify and submit expense claims promptly for approval.
  • Prepare work areas for new staff and coordinate induction programs, and train new personnel on office equipment.
  • Maintain organization charts, job descriptions, and CVs for department members, and represent the department in relevant event committees.
  • Assist in the preparation, tracking, and reconciliation of budgets, and support the submission and tracking of ancillary requests and in-country submissions.
  • Prepare, coordinate, and maintain compliance reports, and assist in product defect reporting, inspection management, and regulatory affairs submissions as needed.

Requirements

  • Min Diploma in Business, secretarial support or any related course of studies.
  • Experience in admin support is highly preferred but candidates without experience are welcome to apply as training will be provided.
  • Able to commit to 1 year contract and contract renewable yearly.