Standard office hours for the position are 7:30 AM to 4:30 PM Monday through Friday. 

This position is 100% in the office. 


General Summary of Position
The Operations Coordinator liaises with all departments to help ensure overall safety and efficiency for the Company.  The Operations Coordinator assists with company-wide operations tasks and helps to support  the C-Suite.

ESSENTIAL RESPONSIBILITIES: 


Administrative Assistant/Office Management

• Welcome all visitors and guide them to the correct point of contact
• Maintain tracker of employees that drive on behalf of company.  Schedule annual MVR screenings for drivers. Maintain reports and records from screenings.
• Contact insurance company for certificate of insurance (COI) requests and release Certificates to requesting party.
• Order and manage all supplies for the office, breakroom and bathrooms (office supplies, snacks, janitorial)
• Manage upkeep of postage machine.
• Manage copy machine and printer maintenance.
• Sort mail and deliver to appropriate party.
• Schedule onsite copy/printer cleanings with Copy Products.
• Scan customer orders into shared network folder for sales staff.
• Manage all apparel inventory and replenish as needed.
• Collect monthly rent checks from tenants and give them to the finance manager.
• Handle yearly customer holiday gifts and work directly with sales team for any requests.
• Turn over quote file quarterly.
• Manage the annual project of turning over customer files and schedule offsite storage pickup for archived files.
• Schedule yearly file bulk shred.
• Manage charitable donations on behalf of company.
• Create customer folders as needed.  
• Maintain fleet tracker and manage all company vehicle registration renewals and E-Zpass tags.
• Manage building maintenance service calls and yearly building maintenance. This position will have access to the building via a KeyFob. (Examples of service/maintenance that employees will coordinate are snow removal and icing, HVAC, plumbing, gutters, roof, fire extinguisher inspection)
  • Inclusive of being available for cleaners when necessary (i.e. office closures)
• Manage building door system (Net2) ensuring that doors are locked when company is closed.
• Manage Dialpad phone system, updating music during holiday seasons and ensuring the phones are routed properly when company  is closed.
• Manage the coordination of Company Meetings and Morale Booster events such as:  welcoming new staff to team, company luncheons, company holiday parties, retirement parties, and other events.
• Manage C-suite executive digital calendars.  (Coordinate routine meetings to ensure calendars are up to date.)
• Provide coverage for department staff during vacations or leaves of absence.
• Support Owner as requested.

Accounts Payable

• Coordinate with vendors ensuring timely deliveries on all open purchase orders and communicate with purchasing agent if there are any delays.
• Reconcile Chase credit card statement monthly.
• Create vendor folders as needed.  
• Review Open Purchase Order Report quarterly and send out quarterly open purchase order reports to purchase agents.
• Review customer invoices as needed.

Human Resources

• Review timecards and approve corrections as needed, looping in Manager if something is out of the ordinary or there are questions.   
• Manage Form 300 and submit Form 300A to OSHA annually.
• Greet applicants for onsite interviews.
• Ensure applicants complete Employment Application.
• Helps to ensure all Labor Posters, Federal/State/Local, are posted in a conspicuous area that is frequented by the employee. (if posters are hung in multiple locations, i.e. office and shop, employee to ensure posters in all locations are up to date)
• Helps to coordinate benefits related meetings. (i.e. annual insurance renewal, lunch and learns, Nutrition meetings)
• Helps to manage Paid Time Off (PTO) accrual tracker. (I.e. log all time used and maintain paid time off balance for all paid time off.  (i.e. vacation, sick, personal, floating holiday, life event)
• Setup applicants for onsite pre-employment screenings.
• Prepare all employment paperwork and apparel for new hires.
• Send out workers’ compensation physician panel and Rights and Responsibilities notices as needed or at a minimum annually.  (I.e. Physician panel may change multiple times in year.)
• Assist with update of Employee Handbook in terms of updating Table of Contents, as requested.
• Update and email Medicare Credible Coverage Letter annually.
• Manage HR email account and send out email communications via HR Account.

IT

• Assist IT Manager with software updates as needed.
• Serve as primary point of contact for IT support requests from employees.  General troubleshooting and coordination between employee and Miles.
• Maintain tracker of quarterly training through KNOWBE4, release notifications to employees who need to complete training and ensure training is up to date.
• Coordinate training as requested by IT Vendor
• Assists with social media postings as requested (I.e. LinkedIn)

KNOWLEDGE, SKILLS, AND ABILITIES: 

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

• Must have strong attention to detail and organization.
• Detail-oriented including experience with both manual and electronic recordkeeping systems.
• Must have excellent communication skills; written and verbal communication.
• Teamwork – Ability to interact with employees at all levels.
• Able to communicate, write and read English.
• Ability to take and follow directions.
• Basic math and reading skills required.

KEY COMPETENCIES:
 

• Ability to show initiative & confidence in actions on the job and take responsibility for personal actions.
• Ability to be self-motivated to grow personally and professionally through on-going training / education as a result of the demands of the position.
• Ability to focus on and meet target goals and objectives.
• Ability to proactively identify and solve problems before they become significant issues.
• Ability to use clear and concise written communication in the execution of this position to effectively transmit information to team members.
• Complies with all company policies and procedures and PA laws.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

 

• While performing the duties of the job, the employee is frequently required to sit, stand, bend, walk, squat for full work day.
• Employee is required to go up and down stairs frequently throughout day.
• The employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

COMPANY STANDARDS: 
 

• The employee will adhere to the company’s safety policy
• The employee will represent the Company in a positive, professional manner with fellow employees, customers, suppliers and the general public.
• The employee will encourage and maintain teamwork throughout the company and will communicate all pertinent information in a timely and effective manner.
• The employee will strive to maintain our integrity by embracing high ethical standards and adhering to company policies.
• Consistently demonstrates Company’s Values of Excellent Customer Service, Top Quality, Integrity, Safety First and Teamwork.

EDUCATION REQUIRED:
 

• High school diploma/GED or equivalent required. 

Official Position Description Certification
(Must be completed with all approvals)
Prepared By: Deanna Fox                                           Date:   9/30/16
Approved:                                                                   Date:  
                                                                                                Official Position Description Certification
(Must be completed with all approvals)
Prepared By: Deanna Fox                                           Date:   9/30/16
Approved:                                                                   Date: