Operations Coordinator

 

Description:

The Operations Coordinator is responsible for supporting the project manager and team by efficiently handling administrative tasks and logistics. This role ensures that all necessary permits, passes, and reservations are secured in a timely manner and that documentation is accurately maintained.

 

The ideal candidate will be highly organized, detail-oriented, and able to manage multiple tasks simultaneously. Key Responsibilities:

 

● Permit and Exhibition Pass Applications:

○ Apply for necessary permits and exhibition passes for various projects and events.

○ Ensure all applications are complete, accurate, and submitted on time.

○ Track the status of applications and follow up as needed.

 

● Employee Forms Management:

○ Assist employees with filling out necessary forms.

○ Ensure all forms are completed accurately and submitted to the appropriate departments.

○ Maintain a database of all employee forms for easy retrieval and reference.

 

● Document Management:

○ Send and receive important documents related to projects, ensuring they are delivered to the correct recipients.

○ Maintain an organized filing system for all digital and physical documents.

○ Ensure confidentiality and security of sensitive information.

 

● Travel Arrangements:

○ Make flight reservations for team members as required.

○ Arrange hotel accommodations, ensuring all details align with project schedules and budget.

○ Coordinate travel itineraries and provide necessary travel documents to team members.

 

● Logistics Coordination:

○ Work closely with the project manager to understand logistical needs for various projects.

○ Coordinate the movement of materials and equipment as needed.

○ Communicate with vendors, suppliers, and other stakeholders to ensure timely and accurate delivery of goods and services.

 

● General Administrative Support:

○ Provide general administrative support to the project manager and team.

○ Handle phone calls, emails, and other correspondence as required.

○ Assist with organizing meetings, including scheduling, preparing agendas, and taking minutes.

 

Qualifications:

● Proven experience in an administrative or coordination role.

● Strong organizational skills and attention to detail.

● Ability to manage multiple tasks and prioritize effectively.

● Proficiency in Microsoft Office Suite and other relevant software.

● Excellent communication and interpersonal skills.

● Ability to work independently and as part of a team.

● Familiarity with permit applications and travel arrangements is a plus. Working Conditions:

● Full-time position, typically within standard office hours.

● Ability to work under pressure and meet tight deadlines.