Operations Associate

River Run Computers, Inc. is a rapidly growing IT firm located in Glendale, Wisconsin.  We provide Total Network Management to our customers and our mission to them is to “keep you up and running.”  We are searching for a highly driven individual who relishes a challenge and is looking for an employment opportunity to be passionate about.

Operations Assistant Position Summary:

The Operations Associate will support the company’s general business activities and report to the Operations Supervisor. Core activities for the Assistant will include: answering the phone and routing calls, maintaining inventory of office supplies and equipment, sending reports to clients; assisting with accounts payable and client billing, assisting with human resource issues, assisting with client and internal scheduling; support to Management, supporting clients and internal project deadlines.

Duties and Responsibilities

  • Responsible for greeting clients and guests entering the company office and directing them to appropriate person and/or location
  • Answering phones, screening calls, and transferring to appropriate person/department
  • Responsible for general clerical duties including photocopying, fax and mailing
  • Responsible for office opening and closing duties
  • Assists in disseminating information including maintaining and updating shared office calendars, managing and scheduling of the conference room, and updating client information, filing office materials, and handling requests
  • Assist with preparing and modifying documents including correspondence, reports, drafts, memos, flowcharts, procedures, All Company presentations, and emails
  • Communication with Clients including but not limited to emailing RSVP Renewal documentation and monthly Client contract summaries, answering questions regarding engineer time logs, etc.
  • Prepare outgoing mail for distribution and open, sort and distribute incoming correspondence
  • Maintain internal office equipment and supplies
  • Other company-related ordering – flowers, client gifts, training, seminars, outings, etc.
  • Assist with coordination of donations and volunteering
  • Coordinate building maintenance and cleaning and associated vendor relationships
  • Coordinate common area maintenance and upkeep
  • Assist management team & owners with maintaining calendars, setting appointments and assisting with client service reporting and related issues
  • Assist Sales Department– Directory of Services updating and maintenance, assist in research and printing of sales materials.  Organize and maintain paper and electronic files, projects, and product correspondence.  Maintain office and marketing supplies
  • Coordinate maintenance of office equipment, including but not limited to printers
  • Update and maintain Tiger Paw database contacts and client information
  • Coordinate and maintain records for staff birthdays and anniversaries
  • Assist with office health and wellness program; which includes sending out a monthly newsletter and updating bulletin board in the employee café.
  • Assist with scheduling and coordinating meetings, appointments and travel arrangements for owners, managers, and employees
  • Aid in enforcing company and departmental policies and procedures
  • Back up to Operations Supervisor and other Operations Associate(s)
  • Other company-related ordering – flowers, client gifts, training, seminars, outings, etc.
  • Perform work related errands as requested such as picking up lunches, picking up bakery for morning meetings, going to the hardware store, and grocery etc.
    • Accounting Related
    • Receiving in office supplies
    • Back up for Recruiting
    • Backup for Client Scheduling
  • Other duties as requested

Skills and Experience

  • Pleasant phone voice and demeanor
  • Outgoing and confident personality
  • Must have strong organizational skills
  • Knowledge of Microsoft Office, including but not limited to Outlook and Excel
  • Ability to work with limited direction
  • Client service attitude with excellent interaction skills
  • Strong client and team interaction focusing on:
    • Communication
    • Problem Solving
    • Excellent verbal and written communication skills
  • Detail oriented
  • Ability to multi-task in a fast paced office environment

Competency

  To perform the job successfully, an individual should demonstrate the following competencies:

  • Analytical - Synthesizes complex or diverse information; collects and researches data
  • Problem Solving -Identifies and resolves problems in a timely manner
  • Client Service -Manages difficult or emotional client situations; Responds promptly to client needs; solicits client feedback to improve service
  • Team Work - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; gives and welcomes feedback
  • Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; varies writing style to meet needs; Presents numerical data effectively; able to read and interpret written information
  • Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
  • Ethics - Treats people with respect; keeps commitments; inspires the trust of others; Works with integrity and ethically; upholds organizational values
  • Adaptability -Manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
  • Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan
  • Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; takes calculated risks to accomplish goals
  • Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives
  • Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
  • Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.   

Physical Demands

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 100 pounds. 

This job specification should not be construed to imply that these requirements are the exclusive standards of the position.  Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

 

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