Office Operations Specialist

Office Operations Specialist

Oversee the day-to-day operations of a busy corporate office, including greeting visitors, managing office logistics, coordinating meetings and events, and providing general office assistance. Provide a wide range of administrative and support assistance in a fast-paced environment, ensuring smooth operations, fostering a positive culture, and maintaining an efficient work environment.

The Company is one of North America's leading sales and marketing agencies specializing in outsourced sales, merchandising, category management, and marketing services to manufacturers, suppliers, and producers of food products and consumer packaged goods. The Company services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics, and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Responsibilities

Greet and direct visitors at the front desk, ensuring a professional and friendly first impression.
• Answer, route, and distribute incoming calls in a courteous and efficient manner.
• Manage incoming and outgoing mail and packages, ensuring they are properly sorted and delivered to the appropriate individuals.
• Assist with scheduling and planning for meetings, including arranging conference rooms, coordinating logistics, and ensuring all necessary equipment is available.
• Oversee office and kitchen organization and supplies inventory, ensuring proper levels of necessary materials and reordering as needed.
• Function as the point of contact for building management regarding visitor logs, facility issues, and security/safety.
• Provide occasional basic support with office technology (computers and printers) and Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Coordinate activities and initiatives designed to improve office culture and employee morale, such as team-building events, celebrations, fundraisers, and social gatherings.

Supervisory Responsibilities
Direct Reports
This position does not have supervisory responsibilities for direct reports.
Indirect Reports
Does not have direct reports but may delegate work to others and provide guidance, direction, and mentoring to indirect reports.

Minimum Qualifications

Education Level: High School Education

Experience Requirements: 2 - 4 years of experience managing a front desk or office.

Knowledge, Skills, and Abilities

• Strong communication skills (both verbal and written) and excellent customer service.
• Ability to multitask, strong organizational skills, and attention to detail.
• Proficiency in basic office software like Microsoft Office.
• Problem-solving abilities and capacity to work effectively under pressure.
• Ensures timely communication between executives and team members.
• Friendly, professional, and flexible responsiveness.
• Ability to maintain right relationships with all contacts, including colleagues, clients, customers, board members, and community leaders.
• Ability to work with and preserve confidential information.

Job Will Remain Open Until Filled

The Company is one of North America's leading sales and marketing agencies specializing in outsourced sales, merchandising, category management, and marketing services to manufacturers, suppliers, and producers of food products and consumer packaged goods. The Company services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics, and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Responsibilities

• Greet and direct visitors at the front desk, ensuring a professional and friendly first impression.
• Answer, route, and distribute incoming calls in a courteous and efficient manner.
• Manage incoming and outgoing mail and packages, ensuring they are properly sorted and delivered to the appropriate individuals.
• Assist with scheduling and planning for meetings, including arranging conference rooms, coordinating logistics, and ensuring all necessary equipment is available.
• Oversee office and kitchen organization and supplies inventory, ensuring proper levels of necessary materials and reordering as needed.
• Function as the point of contact for building management regarding visitor logs, facility issues, and security/safety.
• Provide occasional basic support with office technology (computers and printers) and Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Coordinate activities and initiatives designed to improve office culture and employee morale, such as team-building events, celebrations, fundraisers, and social gatherings.

Supervisory Responsibilities
Direct Reports
This position does not have supervisory responsibilities for direct reports.
Indirect Reports
Does not have direct reports but may delegate work to others and provide guidance, direction, and mentoring to indirect reports.

Minimum Qualifications

Education Level: High School Education

Experience Requirements: 2 - 4 years of experience managing a front desk or office.

Knowledge, Skills, and Abilities

• Strong communication skills (both verbal and written) and excellent customer service.
• Ability to multitask, strong organizational skills, and attention to detail.
• Proficiency in basic office software like Microsoft Office.
• Problem-solving abilities and capacity to work effectively under pressure.
• Ensures timely communication between executives and team members.
• Friendly, professional, and flexible responsiveness.
• Ability to maintain right relationships with all contacts, including colleagues, clients, customers, board members, and community leaders.
• Ability to work with and preserve confidential information.

Environmental & Physical Requirements

Office / Sedentary Requirements: Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically, requires the ability to sit for extended periods of time (66%+ each day), ability to hear telephone, ability to enter data on a computer and may require the ability to lift up to 10lbs.

Additional Information Regarding Job Duties and Job Descriptions

Job duties include additional responsibilities as assigned by one's supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities, subject to applicable law. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of associates so classified.

The Company is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, the Company shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.