Operations Assistant

About the role

The Operations Assistant is responsible for providing coverage at the lobby and reception area, performing various administrative duties, and offering support and coordination for office management and staff tasks. The position is based in a professional office environment in Plantation, FL, and is a fully onsite role. The office hosts 30-40 employees, with occasional visitors. Dress code is business professional/casual, with more casual attire allowed on Fridays.

Responsibilities

• Manage and transfer all incoming calls.
• Greet and direct all visitors and non-visitors in the lobby area.
• Process all incoming mail electronically.
• Prepare outgoing mail and overnight deliveries.
• Coordinate the scheduling and setup of conference rooms for employees and clients.
• Coordinate lunch meetings, including ordering, setup, and cleanup.
• Maintain the cleanliness of conference rooms, the lobby, and the kitchen.
• Distribute faxes via email.
• Work with the property management company to report building maintenance and repair issues.
• Maintain contact lists for the office.
• Order office supplies and maintain sufficient stock.
• Assist operations or other departments as needed, including reporting, data entry, deposits, and administrative support.

Skills

• Proven computer proficiency, especially with Microsoft Office Suite (Outlook, Word, Excel, etc.).
• Detail-oriented, with the ability to take detailed notes in CRM.
• Comfortable handling multiple tasks, including administrative duties and answering phones.
• Experience in data entry, receiving documents via email and fax, and digitally filing them.
• Strong administrative support skills, including filing.
• Excellent oral and written English communication skills.
• Superior customer service and problem-solving skills.
• Ability to work in a team environment.