Operations Administrator - Talantage, LLC

Job Title: Operations Administrator 

Position Summary:  

To provide operational and project-based support functions for a Director, Vice President or above.  Strong individual contributor with strong technical knowledge; proven ability to independently manage small to large projects; proficient at analytical research and executive report development; ability to write scopes of work and documents without direct supervision; excellent service provider requiring minimal direction and oversight; creative problem solver with excellent personal organizational and planning skills; established verbal and written communication skills.  Projects/assignments are more complex in nature.  Possess a comprehensive understanding of housing authority.  Act as the lead in the planning, coordination and development of projects.    Ability to fully execute assignments without significant training.   

 Essential Duties and Responsibilities:  

• Develop, manage, and maintain a comprehensive department document handling strategy for electronic and paper filing/storage. 
• Lead, mentor, train and provide back-up assistance to the department’s Administrative Assistant/s in the execution of daily duties and special projects as assigned. 
• Project manage, follow up, track, solution and maintain a comprehensive project/task management update framework for the team and provide executive status reports and summaries on all projects and tasks to ensure effective implementation within defined timeframes.  
• Compile, write and distribute department’s weekly team updates. 
•  Review, update, and project manage all relevant departmental information on company’s intranet and internet sites, including team portals and shared/network drives. 
• Create, review, update and maintain department job descriptions, organization charts, employee matrices and reports. 
• Compile, write/edit and project manage the distribution of reports. 
• Serve as the Workday training SME for the department.  
• Develop, manage, and maintain a business contact database of company’s public, government and community stakeholders and partners. 
• Develop, manage, and maintain a database tracker of donated items and/or gifts made to the company for pass through to company residents.  
• Assist with the planning, coordination, set-up, and execution of events (both internal and external) hosted and/or facilitated by the organization or department 
• Assist in the identification and development of new partner opportunities for the organization. 
• Prepare and submit expense reports, travel advance requests and other requests on behalf of the department staff according to company guidelines.  
• Prepare and submit pre-approvals to facilitate purchases and payment of invoices for the department according to company guidelines. 
• Order supplies and manage the Office Supply budget for the team according to company guidelines. 
• Provide project management and operational support to the team in the execution of their duties, events, and activities. 
• Assist with calendar maintenance; prepare agenda and meeting materials; and coordinate and schedule meetings, conferences and activities as required for the department. 
• Make travel (flight, hotel and/or transportation) arrangements for department staff as required according to company guidelines. 
• Project manage and coordinate projects and programs to ensure high quality end results within given timeframe. 
• Perform word processing and desktop publishing to include presentations, spreadsheet, and graphs; transcribe information of a sensitive nature; may be required to take meeting and/or conference call minutes. 
• Review and edit written material to ensure accuracy, neatness, correct punctuation, and grammar; recommend changes to improve readability and clarity. 
• Research, compile and summarize information to formulate correspondence and respond to various inquiries from internal and external customers. 
• Screen mail and callers, respond to and route inquiries to appropriate personnel; determine importance of various issues and determine what major issues should be brought to the attention of the department head and/or department members. 
• Maintain confidential and specialized files, records, and reports. 
• Actively promote and ensure clear communication within the department and facilitate inter-departmental communication. 
• May be required to perform other related duties as required and/or assigned. 

Knowledge and Skill Requirements:  

 Excellent written and oral communication skills are required.  Must be able to interface with all levels of company employees and high-level executives and officers from outside the company.  Requires a functional knowledge of corporate operations.  Accuracy is required in performing all functions of this position.  Must demonstrate judgment, tact and diplomacy in dealing with internal and external customers.  Initiative and organization skills are extremely valuable to ensure a smooth office operation.  Requires flexibility to meet the needs/schedules of Vice Presidents or above. 

 Education and Experience: 

 Bachelor’s degree in a related field with related experience or equivalent combination of education and/or experience required.  Previous experience supporting a key executive is a plus.  Work requires demonstrated proficiency of current office technology and software application(s) and demonstrated use of such technology/applications on a regular basis. 

 Working Conditions:  

Works in an office environment.  May require frequent bending, stooping, reaching and prolonged sitting and/or standing.  May require regular lifting usually not exceeding 15 lbs. May be required to have a valid State of Georgia driver's license and be fully insurable for the purpose of obtaining clearance on company "Authorized Drivers List".

Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices.  We are proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status.  Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.

 

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