Administrative Operations Manager

2 weeks ago

Canton, Michigan, United States Automated Media Inc. Full time

Position Overview:

Executive Support Responsibilities:

  • Facilitate scheduling for senior executives and departments as necessary, ensuring all pre-meeting materials are prepared.
  • Revise and create presentations as required, compiling data from multiple sources and distributing them accordingly.
  • Assist in organizing corporate and client meetings and events.
  • Support monthly reporting requirements by gathering and updating data, preparing comprehensive reports, and interpreting financial information as needed.
  • Host and manage virtual meetings as necessary.
  • Oversee the calendar of the senior executive, coordinating schedules and appointments effectively.
  • Arrange travel logistics as required.
  • Manage vendor relationships and preferred programs as directed.
  • Process expense reports for associates as requested.
  • Maintain awareness of departmental budget, ensuring compliance when planning events and projects, while also researching cost-saving opportunities.
  • Seek to enhance efficiency by learning new systems as needed.
  • Handle sensitive information with discretion and uphold high ethical standards.
  • Respond effectively to inquiries from both internal and external stakeholders.
  • Complete project assignments as directed.
  • Order and manage general office supplies, obtaining necessary approvals.

Facility Management and Planning:

  • Oversee daily operations of the corporate facility.
  • Coordinate with the facilities team, other departments, and external contractors to fulfill maintenance requests.
  • Implement a regular and preventative maintenance schedule for all mechanical systems.
  • Conduct inspections of the building and parking facilities to identify repair or upgrade needs.
  • Solicit and evaluate quotes for maintenance services, recommending service providers.
  • Establish and nurture relationships with external contractors.
  • Manage and review service agreements.
  • Identify expiring contracts, request quotes, and provide recommendations.
  • Collaborate with senior management on the management of annual capital and operational budgets.
  • Coordinate janitorial services with external cleaning teams.
  • Maintain an inventory of all facility-related equipment and supplies.
  • Ensure equipment and supplies meet health and safety standards.
  • Solicit and review quotes for equipment and supplies, recommending vendors.
  • Assist in managing the warehouse storage area.

Leadership and Development:

  • Demonstrated experience in leading and nurturing talent within an organization, evidenced by the success of team members.
  • Ability to clearly communicate operational priorities and objectives.
  • Skills in change management and consulting.
  • A visible and passionate leader who is willing to make tough decisions.
  • Conduct performance evaluations of team members and recommend appropriate actions such as promotions or counseling.

Additional Responsibilities:

Qualifications:

  • Minimum of 6 years of relevant experience.
  • Intermediate to advanced proficiency in Microsoft Teams, Excel, Word, PowerPoint, Access, and Outlook.
  • Previous management experience is preferred.
  • Strong time management and organizational skills.
  • Detail-oriented with excellent record-keeping abilities.
  • Exceptional customer service and interpersonal communication skills, thriving in a team environment.
  • Strong analytical and problem-solving capabilities.
  • Proven leadership skills.

Required Competencies:

  • Results Orientation
  • Agility
  • Initiative
  • Customer Focus
  • Decisiveness
  • Efficiency
  • Selflessness

Physical Requirements:

  • Prolonged periods of viewing and inputting data on a computer screen.
  • Ability to sit for extended periods.
  • Travel may be required.
  • Ability to lift and carry meeting materials weighing up to thirty pounds.

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