Administrative Operations Job Description
Administrative Operations Duties & Responsibilities
To write an effective administrative operations job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative operations job description templates that you can modify and use.
Sample responsibilities for this position include:
Administrative Operations Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Administrative Operations
List any licenses or certifications required by the position: SHRM, ACLS, CPR, SCP, CP, SPHR, PHR, CAPA, PHLS, BLS
Education for Administrative Operations
Typically a job would require a certain level of education.
Employers hiring for the administrative operations job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, Associates, Management, Business/Administration, Graduate, General Education, Communication, Accounting, Supervision
Skills for Administrative Operations
Desired skills for administrative operations include:
Desired experience for administrative operations includes:
Administrative Operations Examples
Administrative Operations Job Description
- Act as liaison to VP of Operations direct reports, field teams and their staff, including Mexico & Brasil
- Maintain the active and inactive Concur database in conjunction w/ HR and global finance
- Assist in implementing and communicating company policies and procedures to employees in the US Head Office, Retail Stores and Field Teams
- Complete and file expense reports
- Drive team activities (including staff meeting agendas and notes, org-wide meetings, social outings, catering, supply ordering, and other key logistics)
- Close collaboration with departmental Executive Assistant peers
- Research associates counseling history as needed to confirm correct level for next counseling, dates of prior counselings, or provide •summary of performance history for manager to use in making a recommendation for termination
- Assisting managers run/track production reports, update operations reports as needed, work on projects for creating reports
- Regulatory report submission with accuracy
- Timesheet review
- Ability to apply and use thorough knowledge of KP's policies, practices, business processes, techniques, work standards and systems
- Uses acquired knowledge of industry practices and standards
- Intermediate knowledge of Excel to compile and create moderately complex spreadsheets and reports
- Uses intermediate to advanced MS Office skills (Word, MS Project, and or/PowerPoint) to create moderately complex presentation materials with graphs, illustrations
- 3+ years of experience providing senior level assistance in a fast-paced environment
- Proficiency with Microsoft Office, specifically Outlook, Word, Excel, PowerPoint, Visio, and SharePoint
Administrative Operations Job Description
- General Services Agreement and Work Directive preparation
- Ordering, receiving, tracking and returning material
- Assist in the preparation and monitoring of O&M and Capital Budget
- Updating and revising various company manuals, plans and procedures
- Monthly reporting including accruals, gas loss entry, tank volumes and p-card reallocations
- Assist in the planning and coordination of scheduling activities working with scheduling tools such as MS Project
- Support business and administrative activities, such as budget, manpower and resource planning and financial reporting
- Support document production, including but not limited to management plans, technical documents, and presentation graphics
- Ensure that requests for technical support are promptly directed to the correct individuals
- Prepare administrative and technical documentation that is complete, accurate, and well organized
- Over 2 years of relevant office experience required, experience in a repair business preferred
- Associates Degree in Business highly desired
- Ensure that equipment items are shipped and delivered in accordance with operational requirements
- Ensure responsiveness to technical guidance provided by the Government Program Manager
- Maintain quality of performance and products that is high and consistent
- Must have two or more years of experience in planning and coordinating scheduled project activities, supporting all business and administrative activities, including reporting, document production, property-management, and other duties as required
Administrative Operations Job Description
- Manage day-to-day processing of accounts receivable and payable using QuickBooks
- Manage monthly expense register and corresponding receipts
- Develop and manage annual organizational budget in coordination with the Publisher
- Communicate regularly with Publisher about state of finances
- Develop individual program and project budgets
- Work with independent auditors and Board of Directors Audit Chair to produce monthly financial statements, annual audit, tax returns
- Assist in human resource duties, including on-boarding of full-time, part-time, and contract staff
- Manage contracts and insurance requirements, including general liability and directors & officers insurance
- Assist in necessary grant activities, program budgets, and grant follow-up reporting
- Maintain upkeep of our two offices in Santa Monica and Boyle Heights
- Attitude to work accurately and precisely
- Provide information to callers, welcome visitors, and manage general queries
- Set up conference room for meetings
- Receive, open, and sort office mail and deliveries/process outgoing mail
- Ensure the maintenance and repair of the organizational property—including computers, event equipment
- Manage and coordinate a complex calendar for the Publisher, including scheduling travel, hotel, restaurant and rental car accommodations, as directed
Administrative Operations Job Description
- Coordinate Board of Directors meetings (quarterly) including sending out meeting notices/reminders, compiling and distributing materials/minutes for meetings, tracking attendance
- Take notes and summarize key points addressed at conferences, events, and meetings-- including Board meetings
- Proactively verify, remind, assist, coordinate and facilitate to ensure that assigned tasks are completed
- Staff all events
- Duties listed above require employee to maintain confidentiality status at all times
- Review and check the scanning of core returns and defects by the Distribution Center to ensure that all credits are accounted for
- Track all of the product return from the stores and match up to what was credited by the Distribution Center to identify discrepancies
- Identify and log all discrepancies on an Excel spreadsheet daily
- Review and audit all cash refund, cash void, and zero cash exchange invoices to ensure that there are the required sign offs and initials
- Develop and maintain a close working relationship with the Loss Prevention manager
- Contact and confer with customers to resolve any and all issues in regards to product availability, billing errors and product pricing
- Ensure cycle counts are completed for each inventory round, review and verify inventory variances and approval and update all cycle counts
- Ensure RGN (Return Goods Department) receives & processes returned parts in approriate timeframe
- This role could possibly evolve into a permanent opportunity
- Maintain corporate credit card requests, usage, and receipts
- Track production process data/reports
Administrative Operations Job Description
- Submitting and reconciling expense reports
- Developing meeting agendas
- General office and administrative coordination
- Manage and maintain the Executive's schedules, appointments and travel arrangements
- Provide administrative support for Operations Team Manufacturing Warehouse
- Organization of meetings and appreciation events for employees
- Payroll Administration & data integrity audits for location hourly employee
- Support New Hire Onboarding and Orientation tasks
- Accounts Payable/ Receivables & related reconciliation actions via APS/Purchasing Cards
- Composing multiple document types related to company communication programs
- Strong math skills (settlement skills), and good attention to detail
- Understand MS Office Suite, SAP, Knonos, Union Contracts
- Confident and proactive with excellent communication skills (written, verbal and interpersonal) and feel comfortable interacting with employees at all levels of the organization
- Google Apps (Gmail) experience strongly preferred
- 3+ years of experience in an Administrative and/or Operations role
- High level of proficiency with Internet Explorer