Operations Coordinator

SUMMARY

Under the direction of the CEO, the Operations Coordinator will perform a variety of duties and tasks to ensure the organization functions smoothly.  The ideal candidate will be detail-oriented and driven to deliver highly accurate results.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES(include but are not limited to the following):

·         Assist the Research Specialist in keeping the CRM system up-to-date with accurate information and maintaining a robust data/report library

·         Generate scheduled and ad-hoc reports for various departments from different platforms and update monthly reports accurately and efficiently

·         Answer phones and assist walk-in visitors

·         Support the CEO in maintaining accurate administrative records

·         Assist the Vice President in managing membership database and tracking system

·         Monitor organization supplies and make recommendations for reordering

·         Respond to visitor guide requests

·         Pick up checks

·         Prep for meetings and luncheons

·         Assist with fulfilling client requests (creating welcome bags, VIP baskets, etc) and with preparation for annual events like Clovis Fest

·         Assist and coordinate with the sales department for tradeshow/shipping needs

·         Schedule meetings when necessary and manage calendar responses

·         Assist with internal website audits and CMS updates

·         Perform other duties as requested

SUPERVISORY RESPONSIBILITIES

This position does not involve any supervisory responsibilities, but is heavily reliant on cooperative engagement with all members of the organization.

ESSENTIAL QUALIFICATIONS
Knowledge of:

·         General office operations, policies and procedures (including check requests, maintaining vendor files, supply ordering, etc)

·         Data visualization tools such as Tableau and Power BI

·         Microsoft Word, Excel, PowerPoint, Outlook

·         CRM management and maintenance

·         Google Analytics, Google Ads

·         Social media platforms, primarily analytics and reporting

·         Data protection and confidentiality requirements for sensitive information

Ability to:

·         Generate highly accurate work products

·         Provide clear, concise communications (verbal and written) in a timely fashion.

·         Effectively and efficiently prioritize projects and tasks

·         Work well with a team and independently when necessary

·         Demonstrate strong organizational skills and be able to prioritize tasks in a logical manner.

·         Consistently display high levels of professionalism

 

 

License or Certificate:

Possession of a valid California driver’s license and the ability to be provide proof of automobile insurance.  Reliable transportation is a requirement of the position.

 

 

 

 

EXPERIENCE AND EDUCATION GUIDELINES

·         Prior experience working in an office setting; experience in hospitality or tourism preferred

·         High school diploma required; some higher education preferred

·         Familiarity using a sales CRM

·         Ability to work effectively with a team

 

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 position requires prolonged sitting, standing, walking, reaching, kneeling, bending, and stooping in the performance of daily activities.  Also required are grasping, repetitive hand movement, and fine coordination in preparing reports using a computer keyboard.  Additionally, the position requires near and far vision in reading written reports and work related documents.  Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, papers, and documents weighing up to 25 pounds is also required.

 

WORKING ENVIRONMENT

The work environment characteristics is described as high volume and fast paced. Employee must have the ability to work with a diverse population and in a standard office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.