Operations Coordinator 2

The operations coordinator is responsible for supporting productivity, solving logistical problems, and creating order. Performs complex administrative tasks requiring independent judgment with considerable knowledge of administrative processes with minimal supervision.

• Associate’s degree in business, sociology, psychology or related field, or equivalent work experience. (Typically, 4 years of related, progressive work experience would be needed for candidates applying for this position who do not possess a degree.
• A minimum of 3 years secretarial/administrative experience.
• Effective oral and written communication skills and interpersonal skills; ability to work with all levels of internal and external personnel.
• Provides effective administrative leadership within the department.
• Excellent PC skills, proficient in Word, Excel, Power Point, and Outlook.
• Excellent typing, grammar, punctuation and spelling skills; accuracy is critical.Working knowledge of technical reports.
• Must be able to organize and maintain filing system.
• Effective analytical and problem-solving skills.
• Must be detailed-oriented with good organizational skills.
• Ability to work in a fast-paced environment under pressure, to prioritize and handle multiple tasks and projects concurrently.

• Regularly composes memos, reports, and other correspondence from a brief outline, “sketchy” draft or verbal instructions. Ensures that all written correspondence meets the highest levels of professionalism, including proper formatting and compliance with BHE document standards. 
• Responds to phone inquiries and requests and routes callers to the appropriate party; handles incoming calls from company management in absence of the department head; serves as the liaison and primary contact to coordinate schedules and set up appointments; and maintains calendar for the vice president, directors, and managers.
• Coordinates meetings, including scheduling, documentation of agendas, preparation of meeting document packages, reservations, and travel arrangements. Must be able to make travel arrangements based on brief instructions. 
• Attends staff meetings and other business meetings as requested. Keeps meeting notes and action item list and prepares and submits meeting summary and final action item list. 
• Assists management in preparing contract requests, work offers, and authorizations for expenditure, including ensuring the teams follow the correct procedures for contracting work to third parties; codes invoices and prepares and reviews expense reports using defined code categories; manages department purchasing card, including filing requests for new cards and resolving any issues. 
• Assists department management and staff in preparing, processing, and troubleshooting requisitions, purchase orders, and invoices. Monitors costs and interfaces with accounting and procurement personnel for changes and corrections.
• Monitors and controls the filing system to ensure accuracy and efficient retrieval of data. 
• Responsible for entering time records into the payroll system for the designated group.
• Collects data for, consolidates, secures reviews of, and submits weekly reports for vice presidents, directors, and managers. 
• Prepares Power Point presentations and edits for vice president, directors, and managers, as requested. 
• Performs administrative tasks requiring independent judgment with considerable knowledge of administrative processes and company policies.
• Independently and with minimal supervision plan and coordinate department conferences, events and travel.
• Reviews and monitors department’s vehicle fleet, resolves fleet card issues, assists with vehicle and all other safety statistics. 
• Assist management and department employees with training schedules, monitoring, and tracking completion.
• Performs administrative functions for maintenance control system record keeping, task management and provides reporting.
• Perform any additional responsibilities as requested or assigned. 

Pay Range: $24.33 - $30.43