Operations Assistant

Summary Description

Provide administrative support and assistance to the Operations Leaders and Vice President – Oklahoma, based in Tulsa. This position may also provide support and assistance to various teams in the organization such as sales, HR, and marketing, as well as support the operation of the two Oklahoma offices.

Primary Essential Duties And Responsibilities

• Working safely is our company’s number one business objective. Help foster a culture of teaming, client value, and a great place to work.
• Maintain a notary in the State of Oklahoma.
• Create new and manipulate existing spreadsheets/dashboards, as well as make enhancements and visualizations within for analysis and presentation purposes.
• Aid with the operations vehicle fleet including modifications, repairs, transportation and other matters.
• Monitor, screen, respond to and distribute incoming communications.
• Work as a liaison between Operations Leader and internal staff at all levels.
• Collaborate with Human Resources and Accounting.
• Support Marketing and HR with the arrangement and coordination of meetings and events with employees and external customers.
• Assist with managing and maintaining digital files.
• Practice extreme discretion and confidentiality with proprietary, personal and other sensitive information.
• Assist with various tasks requested by Oklahoma Sales and Operations department and team leaders.
• Occasionally cover incoming email and phone calls from clients, log workorders and assign to the appropriate technician, per team leader.
• Maintain regular consistent and professional attendance, punctuality personal appearance, and adherence to relevant health & safety procedures.
• Perform any other related duties as required or assigned.

Qualifications

• College bachelors or associates degree preferred, additional school and/or training in data processing and administration; 3 years related experience, executive level preferred, exceptional organizational skills, excellent people skills, exercises good judgment and tact in all communications, and advanced computer skills.
• Technical background helpful.
• PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS: None indicated.
• SOFTWARE SKILLS REQUIRED: ___ Basic ___ Intermediate _X__ Advanced Specific Programs And/or Skills Heavy use of Microsoft Office Suite and PDF software; use of custom company ERP system.
• COMMUNICATION SKILLS: This individual must possess the ability to communicate with all levels of the organization; as well as, external vendors, business contacts, existing customers and potential customers.
• PHYSICAL REQUIREMENTS: While performing the functions of this job, the employee is regularly required to sit, talk or listen; frequently required to use hands to finger, handle, or feel; and occasionally required to stand, walk, reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
• TEAMWORK: Demonstrate and promote a spirit of cooperation and teamwork throughout the company; Continually look for ways to improve our processes and ability to serve our customers effectively; Continually strive to improve personal performance. Take an active role in seeking training or other opportunities for growth and development.