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Operations Coordinator

2 months ago

Washington, Washington, D.C., United States Hearth, Patio & Barbecue Association Full time
Job Summary

We are seeking a highly organized and detail-oriented Operations Coordinator to join our team at the Hearth, Patio & Barbecue Association. This role will be responsible for providing administrative support to senior leadership, managing calendars, scheduling meetings, and preparing documents.

Key Responsibilities
  • Mail Management:
    • Oversee all aspects of mail handling, including sorting, distributing, and coordinating courier services.
    • Maintain accurate logs of incoming and outgoing mail and ensure timely processing.
  • Accounting Support:
    • Assist with basic bookkeeping tasks such as processing invoices and expense reports, and ensure accurate record-keeping in collaboration with various departments.
    • Help manage accounts receivable, invoicing, payment processing, and following up on outstanding payments.
    • Assist with preparing documentation for audits and other financial reviews.
  • Filing and Document Management:
    • Maintain organized digital and paper filing systems, ensuring confidentiality and easy access to documents.
    • Handle archiving as needed.
  • Administrative Support:
    • Provide general administrative support to senior leadership, including managing calendars, scheduling meetings, and preparing documents.
    • Utilize technology to streamline tasks, manage digital tools, and troubleshoot any technical issues that arise.
    • Assist in the coordination of company events and conferences.
  • Data Management:
    • Maintain accurate and up-to-date contact and payment information.
    • Take a proactive approach to identifying and resolving data-related issues and discrepancies.
    • Collaborate closely with IT providers to maintain the security and integrity of data systems and promptly address any technical challenges.
Requirements
  • Proven experience in operations and administration.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Basic understanding of accounting and/or bookkeeping tasks.
  • Strong communication skills, both written and verbal.
  • Ability to work independently and as part of a team.
  • Highly organized. Attention to detail and a high level of accuracy.
Preferred Qualifications
  • Experience with accounting software (e.g., Bill)
  • Familiarity with document and database management systems