Operations Support Specialist
2 weeks ago
The Operations Support Specialist plays a crucial role in delivering administrative and clerical support to facilitate smooth and efficient business operations. Responsibilities include managing phone communications, organizing files, processing data, handling mail, delivering messages, and executing errands as required. Professionalism is essential, particularly when interacting with clients and vendors.
Essential Skills
- Professional demeanor
- Strong communication abilities
- Client-focused approach
- Interpersonal skills
- Positive attitude within a team
- Self-driven and motivated
- Independent problem-solving
- Adherence to established procedures
- Documentation skills
- Effective time management
- Proficient writing capabilities
- Analytical thinking
- Troubleshooting expertise
- Ability to thrive in a dynamic, team-oriented environment
- Technical proficiency
- Data entry expertise
Key Responsibilities
- Record notes and tickets in the CRM system
- Welcome and assist walk-in clients and vendors
- Manage incoming phone calls by answering, screening, and directing
- Ensure office security by adhering to safety protocols
- Maintain confidentiality regarding client, staff, and vendor information
- Demonstrate resourcefulness and proactivity in addressing issues
- Exhibit multitasking and time-management skills while prioritizing tasks
- Receive and distribute incoming packages and mail
- Assist with scheduling and overflow tasks
- Communicate service call status and schedule changes to clients
- Create and manage tickets
- Handle duplicate tickets by merging or deleting as necessary
- Manage weekly workstation patch management tickets and emails
- Adjust schedules throughout the day as needed
- Distribute work among technicians to balance schedules
- Ensure daily attention to all tickets in various queues
- Follow up on calendar tasks related to dispatch and helpdesk
- Coordinate client calls as requested
- Gather additional information from clients as needed
- Check with technicians on-site to confirm they have necessary resources
- Organize and label received products and equipment for clients
- Generate and print To-Go reports
- Collect signed To-Go reports for deliveries and drop-offs
- Receive and manage incoming mail and packages
- Assist clients, vendors, and walk-ins
- Handle phone inquiries and take messages
- Monitor various communication channels
- Create and maintain both electronic and physical filing systems
- Foster effective relationships with all departments
- Adhere to company policies, procedures, and ethical standards
- Perform general clerical tasks including photocopying, faxing, and filing
- Create and modify documents and reports using various software
- Provide overflow assistance during staff absences
- Maintain cleanliness in kitchen and meeting areas
- Undertake additional duties as assigned
Qualifications
- High school diploma or GED required
- Minimum of two years in retail, call center, or customer service preferred
- Proven ability to communicate professionally with clients
- Experience managing multiple tasks under pressure
- Proficient in computer and internet applications, including Microsoft Office Suite
- Familiarity with Adobe tools is a plus
- Strong verbal and written communication skills
- Excellent organizational and time management skills
- Interest in technology is advantageous
Benefits
- Health Insurance
- Health Savings Account (HSA)
- 401k contributions and matching
- Paid Time Off
- Holidays off
- Complimentary coffee and snacks
- Company-sponsored team activities
This job description is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position, nor is it intended to limit opportunities.
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