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Office Operations Coordinator

2 months ago

Green Cove Springs, Florida, United States Vitis Energy, LLC Full time

Position Overview:

The Office Operations Coordinator will collaborate closely with management and onsite personnel to facilitate all administrative functions, including office management, visitor reception, multi-line phone handling, data entry, and expense report processing, with a particular emphasis on marketing assistance. Ideal candidates will exhibit exceptional organizational skills, attention to detail, creativity, and possess strong communication, writing, design, and computer proficiency, while being capable of multitasking and prioritizing tasks with minimal oversight. Flexibility to assist with occasional events or meetings outside of standard business hours is required.

Key Responsibilities:

Administrative and Operational Support:

  • Exhibit outstanding interpersonal skills, demonstrating courtesy, professionalism, and a collaborative spirit.
  • Prepare documents, correspondence, and presentations.
  • Manage multi-line phone systems effectively.
  • Order and maintain office supplies, ensuring organization of shared spaces.
  • Restock refreshments and snacks.
  • Conduct research using both internal and external resources.
  • Assist with travel arrangements and meeting coordination.
  • Build and maintain relationships with travel service providers.
  • Help gather documentation for staff expense reports.
  • Support all personnel in timekeeping processes and record management.
  • Perform data entry for accounting purposes.
  • Assist various departments with special projects.
  • Handle mail collection and distribution.
  • Ensure office equipment is maintained and functional.

Marketing Assistance:

  • Manage and update website content and design.
  • Conduct media research.
  • Create and schedule social media posts.
  • Distribute internal weekly publications.

Qualifications:

Essential Skills and Experience:

  • Minimum of 3 years of experience in providing administrative support.
  • High proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint, etc.).
  • Exhibit a high level of professionalism and business decorum.
  • Ability to produce high-quality work with minimal supervision.
  • Familiarity with Concur, Canva, MS Business Central, and WordPress.
  • Basic knowledge of IT and help desk operations.
  • Understanding of Microsoft Power Automate is advantageous.
  • Thrives in a fast-paced, collaborative work environment.
  • Commitment to safeguarding confidential and proprietary information.
  • Experience with social media management in a corporate context.

Physical Requirements:

Must be able to sit for extended periods while working at a desk and on a computer. Ability to frequently lift or move items weighing up to 20 pounds is necessary.

Note for Recruitment Agencies:

We appreciate your interest in our organization. However, we kindly request that you refrain from direct contact with our employees. Our company has strict policies regarding interactions with recruitment firms, and non-compliance may result in legal consequences. Thank you for adhering to our procedures and maintaining a professional relationship.