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Office Operations Coordinator

2 months ago

Lexington, Kentucky, United States Converge Technology Solutions Full time

Practice/Department: People Operations

Position Title: People Operations Administrator

Job Family: People Operations

Position Location: Hybrid – Lexington Office & Remote

Reports to: People Operations, Director

Job Overview:

The People Operations Administrator plays a vital role in facilitating the human resources functions within the organization. This position demands an individual who is flexible, meticulous, and dedicated to maintaining effective office operations daily, performing a range of administrative tasks and coordination activities to ensure seamless processes and enhance the overall employee experience.

FLSA Status:

Exempt

SOC Occupational Code:

43-9199

EEO-1 Job Category:

5

Key Responsibilities:

  • Deliver on-site administrative assistance while projecting a positive and professional image for the organization.
  • Manage visitor access, uphold visitor protocols, and utilize guest management software.
  • Coordinate meeting logistics, including room arrangements and catering services as required.
  • Collaborate with maintenance personnel and external vendors to ensure timely completion of inspections, uphold vendor agreements, and coordinate emergency repairs.
  • Gather supply requests, create orders, and ensure timely delivery of supplies to the office.
  • Exercise discretion when handling sensitive information, ensuring confidentiality and compliance with privacy regulations.
  • Input and update data in databases and spreadsheets, and reconcile invoices as necessary.
  • Research, compile, and summarize information for reports and presentations.
  • Review and verify invoices for accuracy.
  • Ensure deadlines are met while adapting to shifting priorities.
  • Receive incoming packages, assist staff with shipping needs, and manage shipping supplies and labels.
  • Operate and maintain office equipment efficiently.
  • Perform all tasks in a timely and professional manner.

Required Skills and Qualifications:

  • Exceptional verbal and written communication abilities.
  • Proficient in data management and entry, with a focus on maintaining and enhancing filing systems.
  • Strong organizational skills with a keen eye for detail.
  • Effective time management skills with a proven track record of meeting deadlines.
  • Experience in event planning and coordination.
  • Knowledge of supply management and inventory oversight.
  • Proactive problem-solving skills and a commitment to process improvement.
  • Familiarity with Microsoft Office Suite and spreadsheet management.

Education and Experience:

  • High school diploma or equivalent.
  • Previous experience in administrative support within an office environment is advantageous.

Physical Requirements:

  • Ability to sit for extended periods while working at a computer.
  • Capability to lift items weighing up to 15 pounds occasionally.

Converge Technology Solutions is an equal opportunity employer, valuing diversity in our workforce. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Employees hired for this position must be able to perform essential functions satisfactorily, and reasonable accommodations will be provided for employees with disabilities, barring undue hardship. The employer reserves the right to modify or assign additional duties to this position at any time without prior notice.