Operations Assistant / Receptionist

Job Description

Job Description

Position Overview

This dual-function role serves as a key front-of-house representative and operational support specialist. The position is responsible for managing day-to-day administrative reception duties while simultaneously supporting supply chain, procurement, and financial administration operations by reviewing, validating, and processing purchase order requests.

Qualifications

• Education: Bachelor's Degree in Business, Finance, Supply Chain, or equivalent work experience required.

• Experience: 1–2 years of related experience in procurement, administration, or operational support required.

• Technical Skills: Oracle and Microsoft Office Suite experience required, with demonstrated proficiency in Excel.

• Core Competencies:

• Prior background in purchase order (PO) management or financial transaction processing preferred.

• Strong attention to detail and a proven ability to validate financial and order data.

• Excellent written and oral communication skills, with the ability to present information clearly and professionally.

• Strong organization, planning, and task-prioritization skills to consistently meet operational deadlines.

• Ability to interface professionally with different functional groups and multiple levels of personnel.

Major Duties & Responsibilities

• Front-of-House Coordination: Serves as the primary point of contact for the office, greeting and assisting visitors, answering and directing phone calls, and handling incoming/outgoing correspondence.

• Purchase Order Processing: Reviews, validates, and processes incoming customer and vendor purchase order (PO) requests while ensuring correct financial data is logged and billed.

• Exception & Query Management: Acts as the primary point of contact for vendors and customers regarding POs, identifying errors, and resolving processing exceptions through cross-functional teamwork.

• Financial Accuracy Tracking: Manages aging PO accounts and outstanding operational balances to maintain exact financial reporting standards.

• Project Setup Support: Assists internal teams with initial project setups, fee validations, and procedural documentation to contribute to uniform standard workflows.

• Cross-Functional Partnership: Collaborates closely with the internal Operations and Accounting departments to enforce corporate policies, communicate data inputs, and drive performance efficiencies.