Operations Administrative Assistant

Administrative Support for Operations

• Provide day-to-day administrative support to the operations team, including scheduling meetings, preparing reports, and coordinating tasks.
  

• Assist in drafting and sending correspondence, reports, and presentations.
  

• Maintain accurate records of operations-related documents, ensuring everything is up-to-date and accessible.
  

Task & Project Coordination

• Help track project deadlines, deliverables, and milestones, ensuring the team stays on schedule.
  

• Coordinate with internal departments to ensure tasks are completed efficiently and on time.
  

• Manage action items, following up with team members to ensure tasks are completed.
  

Document & File Management

• Organize and maintain digital files, spreadsheets, and other documentation related to operations.
  

• Ensure that all operational documentation is organized and easy to access by relevant team members.
  

• Assist in preparing operational manuals, training materials, and standard operating procedures (SOPs).
  

Scheduling & Calendar Management

• Manage the schedules of key team members, arranging meetings and appointments related to operations projects.
  

• Coordinate virtual meetings, ensuring that all logistics are in place, including video conferencing links and agendas.
  

• Organize travel arrangements for operations team members (if applicable) for any in-person meetings, conferences, or site visits.
  

Data Entry & Reporting

• Input and maintain operational data in various databases and project management tools.
  

• Help generate weekly or monthly reports summarizing operational performance, KPIs, and project updates.
  

• Assist in tracking budget-related data, including invoices, receipts, and purchase orders.
  

Communication & Liaison

• Serve as a point of contact between the operations team and other departments, ensuring smooth communication across teams.
  

• Handle incoming inquiries and follow up with appropriate stakeholders regarding operational matters.
  

• Distribute important communications or updates to team members and departments.
  

Procurement & Supply Chain Coordination

• Assist with ordering supplies and materials needed for operations and maintaining inventory records.
  

• Coordinate with vendors and suppliers to ensure timely delivery of necessary resources.
  

• Track expenses related to procurement and help with invoice processing.
  

Operational Process Improvement

• Identify opportunities to streamline administrative and operational processes to improve efficiency.
  

• Assist in implementing new tools, technologies, or workflows to improve operational performance.
  

• Help maintain and improve operational SOPs and policies.
  

Compliance & Risk Management

• Assist in ensuring that all operations activities comply with company policies, industry standards, and legal regulations.
  

• Help monitor risk management processes and assist with identifying potential operational risks.
  

• Support the operations team in preparing for audits or inspections as required.
  

General Administrative Tasks

• Provide general office management support, such as organizing team documents, scheduling meetings, and coordinating with other departments.
  

• Assist with miscellaneous tasks as assigned, such as organizing team-building activities or other operational support needs.
  

High School Diploma or Equivalent (Required); Bachelor’s Degree (Preferred)

2+ years of experience in an administrative, operations support, or office coordination role, ideally in a remote setting.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Drive), and project management tools (e.g., Asana, Trello, Monday.com).

Familiarity with cloud storage systems (e.g., Google Drive, Dropbox) and digital document management tools.

Strong organizational and multitasking skills, with the ability to manage multiple projects and deadlines.

Excellent written and verbal communication skills.

Ability to work independently and manage time effectively in a remote setting.

Problem-solving skills and the ability to address operational issues quickly and effectively.

Strong attention to detail, with the ability to maintain accuracy in tracking data and managing documentation.

Knowledge of procurement and supply chain management (preferred but not required).

Familiarity with budgeting and financial reporting (preferred but not required).