Operations Administrator

Operations Administrator

The Operations Administrator provides administrative and coordination support to the Operations team, helping ensure daily activities, customer orders, and projects are organized and executed efficiently. This position works closely with Sales, Account Management, Project Management, and other departments to support client onboarding, sales handoffs, project kickoff activities, scheduling, logistics, documentation, expense tracking, and general operational activities. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Administrative & Operational Support

• Provide general administrative support to Sales, Account Managers, Project Managers, and Operations.
• Assist with sales-to-operations handoffs, ensuring relevant job information, documentation, and customer requirements are communicated to the appropriate teams.
• Support new client onboarding, including gathering required information, coordinating internal setup activities, and organizing customer documentation.
• Participate in project kickoff meetings, including agendas, documentation, meeting notes, and follow-up items.
• Support the transition of new customers and projects from Sales to Account Management or Project Management.
• Assist with scheduling, documentation, communication, and follow-up activities.
• Maintain accurate job information and records in company systems.

Logistics & Installation Coordination

• Schedule deliveries, pickups, transportation, and installation activities.
• Maintain centralized installation and frame rental calendars, including scheduling, availability, reservations, and return dates.
• Schedule and communicate with internal teams, vendors, and outside service providers.

Job Expenses & Documentation

• Assist with tracking and documenting project related expenses.
• Collect and organize invoices, receipts, and supporting documentation.
• Support expense reconciliation, vendor administration, and job closeout activities.
• Identify missing information or discrepancies requiring follow-up.

Qualifications & Skills

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with the ability to manage multiple tasks and priorities.
• Comfortable working independently and collaborating across departments.
• Proficiency with Microsoft Office and the ability to learn company systems.
• Experience in administration, operations coordination, logistics, or customer service preferred.
• Experience in printing, manufacturing, or project-based environments is a plus.

Expectations

• Demonstrate accountability and consistent follow-through.
• Communicate proactively and professionally.
• Maintain accurate and organized information.
• Support a collaborative, solutions-oriented work environment.
• Adapt to changing priorities and operational needs.

Benefits

Medical Insurance Dental Insurance Vision insurance Pre-tax Flexible Spending Account and Dependent Care Account Commuter Benefits 401 K Retirement Plan with employer match Paid Time Off and Holidays