What are the responsibilities and job description for the OPERATIONS COORDINATOR position at IVCi, LLC?
Position Description:
IVCI is a leader in the Unified Communications, Collaboration and Audio Visual Integration industries. We provide solutions to corporate, educational, and government markets across the US and the world. Our services aim at achieving client goals by focusing on the desired end user experience. As a leader in the industry, we constantly adapt to new technologies and are looking for qualified individuals to join our growing team to support our efforts.
JOB SUMMARY
The primary focus of the Operations Coordinator is to provide support to the IVCi Operations Team by handling necessary Implementations tasks including but not limited to the processing of quotes, purchase orders, and invoices. Responsible for the accuracy of data for internal databases as well as daily/weekly/monthly reporting. Assist in subcontractor vendor management while providing recommendations for IVCi to execute on projects keeping Gross Profit in mind.
ROLE AND RESPONSIBILITIES
Provides excellent administrative support to the Operations Management (OM) team as needed and required Works with multiple subject matter experts to create clear, client-specific, professionally produced user manuals both internally and distributed to the client Res
ponsible to manage general department communications, such as monitoring the Operations Admin shared inbox, fielding phone calls and servicing or referring customers appropriately
Responsible for accurate record keeping such as customer assets and tracking/reporting subcontractor performance
Coordination for Labor Resources for the implementation team including Request for Quotes
Creates labor purchase orders as needed and required
Manages subcontractor invoicing and approval process.
Manages Certificate of Insurance Requests and tracking.
Assists with the onboarding of new subcontractors and ensures the proper vetting has taken place, and the proper documents have been received.
Assists with tracking and reporting subcontractor performance
Assists with booking employee travel requests as needed and required.
Responsible for preparing regular updates to Management team including data tracking and reporting
Provide recommendations for improvement based on data analysis and critical thinking
Owns office- related administrative tasks and adheres to budgets for office and kitchen food orders on a weekly, monthly and as-needed basis
Must be willing to openly accept new tasks.
Some occasional off-hours work may be required as needed.
Other duties as required include (but are not limited to) back-filling roles due to over booking, vacation or back log on projects with occasional work off hours.
EDUCATION REQUIREMENTS
HS Diploma or Equivalent
REQUIRED SKILLS
Strong and proven background providing excellent customer service
Proficiency with all Microsoft Office products, particularly MS Excel
Strong attention to detail and accuracy in every aspect of the job
Strong multitasking and organizational skills
Demonstrated ability in taking a proactive approach/initiative in identifying opportunities for improvement
Analytical skills
Quick learner
Flexibility and adaptability
Strong sense of urgency and the ability to self-prioritize tasks; takes action to achieve goals independently
Ability to manage competing priorities while demonstrating the ability to stay calm, focused, professional and efficient in high-stress situations
Must be a teamwork-oriented individual
Willing to take new on special projects as assigned
Good interpersonal skills as professional communication and collaboration will be required and expected
IVCi is an Equal Employment Opportunity Employer. We encourage veterans, seasoned professionals, and those returning to the workforce from unemployment or planned breaks to apply.