Operations Administration Associate

Operations Administration Associate Location Chicago, IL (The Loop area) : Description:

Administration

• Client-facing role overseeing administrative operations and providing detail-oriented administrative/clerical support, including general office management, completing daily check logs, and general upkeep of office space.
• Composes general correspondence, memos, vouchers, check requests, and other documents.
• Interact with external callers, visitors, and clients in addition to all levels of staff.
• Handles incoming and interoffice calls and inquiries and directs clients to appropriate programs or staff.
• Collaborate with cross-functional teams to resolve process questions, updates, or issues that arise.
• Provide professional assistance to the Director of Operations in research, design, implementation, and reporting of projects on programmatic and administrative responsibilities.
• Maintain a high level of confidentiality.

Purchasing Administrator

• Responsible for processing purchase orders and coordinating with Program Staff to ensure the completion and delivery of all orders.
• Maintain a superior level of accuracy while purchasing and verifying purchase order information, including proper product costing, shipping instructions, etc.
• Resolve changes and discrepancies and update purchase order information accordingly.
• Act as a liaison in purchasing between vendors and the agency.
• Research and evaluate suppliers based on cost, selection, service, distribution capabilities, and availability.
• Ensure essential systems are updated to provide accurate and up-to-date information to the Finance and Program department.

Facility Management

• Coordinate and oversee maintenance activities to ensure the facility is well-maintained and complies with safety standards.
• Act as a liaison with external vendors, contractors, and service providers for facility-related services.
• Track and maintain monthly inspections and first-aid kit inspections for every site to ensure the facility complies with health and safety regulations.

Requirements:

EDUCATION:

• Bachelor's education required in business administration, management, finance, communication, or related field preferred.

EXPERIENCE:

• At least three years of experience in administrative support experience.

OTHER:

• Competent in Microsoft Office tools and inputting services in an online database.
• Bilingual/Bicultural in Spanish, preferred.

KEY COMPETENCIES

• Sensitivity to cultural diversity is required. Ability to communicate and cooperate with diverse families, various professionals, and community groups.
• Outstanding communication, written, and interpersonal skills.
• Excellent organizational skills, ability to prioritize tasks, high attention to detail, and time management skills.
• Great integrity and a proven ability to operate as a team player.
• Ability to critically evaluate situations and make appropriate decisions.
• Negotiation and conflict resolution skills.

PHYSICAL REQUIREMENTS

• Must be able to remain stationary 50% of the time.
• Must be able to frequently move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Occasionally ascends/descends stairs.
• Frequently moves desks, chairs, tables, easels, and children's toys.
• At times may be required to lift up to 25 lbs. for various classrooms and event's needs.
• Frequently moves in outdoor weather conditions.