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Office Operations Specialist
Employment Type:
Perm
Job Number: 25699
Remote Options: Onsite
Job Description
Office Operations Specialist
Salary Range: $75,000 to $85,000
Position Summary
We are seeking a highly organized and proactive Office Operations Specialist to support the day-to-day operations of a growing technical services organization. This role is responsible for overseeing office administration, procurement, logistics, shipping coordination, and sales support activities. The ideal candidate is resourceful, detail-oriented, and capable of managing multiple priorities while working independently in a fast-paced environment.
Key Responsibilities
Office Administration & Facilities
- Manage daily office operations, including supplies, facilities coordination, and vendor relationships.
- Serve as a primary point of contact for internal administrative needs and external office inquiries.
- Maintain organized digital and physical filing systems, ensuring accurate records management and document control.
- Coordinate meetings, calendars, travel arrangements, and other administrative logistics for team members.
- Support employee onboarding activities, including equipment setup, workspace preparation, and coordination with internal departments.
- Oversee incoming and outgoing mail, packages, and deliveries.
- Coordinate inbound and outbound shipments, including freight, courier, and specialty deliveries.
- Process purchase orders and work with vendors to ensure timely delivery of materials and services.
- Receive, inspect, and distribute incoming materials while addressing delivery or quality concerns as needed.
- Monitor inventory levels and coordinate replenishment of office and project-related supplies.
- Track shipping activity, delivery schedules, and associated costs to support operational efficiency.
- Source materials and equipment from qualified suppliers based on project and operational requirements.
- Prepare and distribute quotes, proposals, service documentation, and customer-facing materials.
- Follow up on open quotes, service requests, and customer inquiries to support business development efforts.
- Maintain accurate customer and opportunity records within CRM systems.
- Coordinate with technical teams to gather information required for proposals and customer communications.
- Generate reports and track pipeline activity to support leadership decision-making.
- Provide administrative support to leadership and technical staff.
- Assist with special projects, research assignments, and cross-functional initiatives.
- Identify opportunities to improve office processes and operational workflows.
- Support organizational objectives through effective prioritization, communication, and execution of critical tasks.
Required Qualifications
- 4 year US/College Degree
- 3+ years of experience in office administration, operations, logistics, procurement, customer support, or a related role.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Experience coordinating vendors, purchase orders, shipping activities, and inventory management.
- Proficiency with Microsoft Office Suite and CRM systems.
- Excellent written and verbal communication skills.
- Strong problem-solving abilities and attention to detail.
- Ability to work independently and collaborate effectively across departments.
Preferred Qualifications
- Experience supporting engineering, manufacturing, technical services, or industrial environments.
- Familiarity with procurement processes, logistics coordination, and inventory control.
- Experience generating quotes, proposals, and operational reports.
Work Environment
- Primarily office-based with occasional handling of shipments, materials, and office supplies.
- Ability to lift and move packages and materials as required.
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