Operations Support Coordinator

$47,840 - $54,080/Yr

Ethosenergy Group - Perris, CA

Full-time - Entry Level

Perris, CA

Heavy and Civil Engineering Construction

About the position

The Operations Support Coordinator at EthosEnergy Group will be stationed at the Perris Repair Facility, where they will play a crucial role in managing reception and front desk duties, as well as providing essential clerical support across various departments. This full-time position is designed for individuals who are organized, detail-oriented, and possess strong communication skills. The salary for this role ranges from $47,840 to $54,080 annually, depending on prior experience and relevant skills. The coordinator will be responsible for ensuring smooth office operations and supporting the administrative needs of the organization. In this role, the Operations Support Coordinator will answer and screen incoming calls, greet on-site visitors, and coordinate meetings using Outlook calendar. They will prepare conference rooms, order catering, and arrange special supplies as needed. The coordinator will also be tasked with updating and maintaining phone extensions and direct dial logs, organizing various filing systems, and operating office equipment such as fax machines and copiers. Additionally, they will assist in special projects, arrange travel, and provide support for the Local Area Network, including training employees on hardware and software. The coordinator will also handle customer inquiries, manage office supply inventory, and support employee recreational activities. They will produce system manuals for customers, perform receiving of materials, and assist with payroll labor editing. The role requires interfacing with purchasing and receiving departments to ensure accuracy in purchase orders and inventory. The Operations Support Coordinator will also support the Engineering and Production teams with data entry and administrative functions, as well as review and audit weekly expenses for finance submission.

Responsibilities

• Answer and screen incoming calls
• Greet on-site visitors including Safety video de-briefs
• Coordinate meetings via Outlook calendar, prepare conference rooms in advance, order catering, arrange special supplies, etc.
• Update and maintain phone extensions and direct dial log
• Organize and update various filing systems
• Maintain and operate office equipment (fax machines, copiers, etc)
• Assist in special projects
• Arrange travel, catering and conference facilities as needed
• Assist with administration of Local Area Network and provide support/training for employees and client hardware/software
• Assist with mobile phones and provide account administration and device support as needed
• Assist with maintenance of office facility
• Assist with customer basic needs (directions, maps, simple questions, etc.)
• Purchase and manage inventory of office supplies
• Support / coordinate employee recreational activities
• Produce or coordinate the production of system manuals for customers including document review, file preparation, printing, assembly and distribution
• Perform receiving of materials, supplies and OSV receipts into operating system
• Perform labor editing for weekly payroll and prepare labor submission file
• Verify and approve all vouchers for payment, i.e., prices, extensions and purchase orders; also prepare invoice deduction, notices, as necessary
• Computer input of data, perform two or three way match as appropriate
• Interface with purchasing and receiving departments to ensure PO and inventory accuracy
• Support Engineering and Production team with data entry and other administrative functions as assigned
• Review and audit weekly expenses, and submit to finance for payment.

Requirements

• 3 to 5 years experience in Administration with multiple responsibilities
• Strong knowledge and use of Windows-based operating systems
• Excellent organizational skills
• Ability to attend to many items simultaneously or in sequence; to plan and organize, maintain confidentiality
• Proficient in MS Office Suite
• Excellent written and verbal communication skills
• Strong general knowledge of office equipment, computer software, hardware functionality and maintenance
• High school diploma or GED; trade school a plus

Nice-to-haves

• Experience with EPICOR software