Administrative Operations Job Description

Administrative Operations Job Description

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Administrative operations provides scheduling and planning support, including: extensive use of MS Outlook for scheduling internal and external meetings, office events, conference calls, etc.

Administrative Operations Duties & Responsibilities

To write an effective administrative operations job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative operations job description templates that you can modify and use.

Sample responsibilities for this position include:

Implementing/organizing/maintaining files, records, and databases
Updating invoice tracking for supervisors
Telephone coverage, as assigned
Perform basic administrative tasks, photocopying and filing
Coordinate travel schedules and arrangements
Coordinate staff meetings, employee functions, conferences and client meetings as necessary
Update and support manufacturing changes
Dedicated daily back up for receptionist (covers lunch, breaks)
Maintain and improve office appearance (ensure proper set up of conference rooms
Maintain daily workflow of Vice President of Operations including scheduling appointments, maintaining departmental calendars, telephone calls, department and group meetings, expense reports, files, travel plans (group)

Administrative Operations Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Operations

List any licenses or certifications required by the position: SHRM, ACLS, CPR, SCP, CP, SPHR, PHR, CAPA, PHLS, BLS

Education for Administrative Operations

Typically a job would require a certain level of education.

Employers hiring for the administrative operations job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Business, Associates, Management, Business/Administration, Graduate, General Education, Communication, Accounting, Supervision

Skills for Administrative Operations

Desired skills for administrative operations include:

Accounting principles and practices for financial analysis of budgets
Excel and Access in creating extensive and complex budget and financial reports
Photo copiers
Facilities management
Human resources
Center scheduling operations and familiarity with safe operation of fMRI systems
Correspondence
Demonstrated oral and written skills
Directives
MS Office Products

Desired experience for administrative operations includes:

Provides basic administrative support (calendar and expense management etc) to several additional management team members
Strong technical skills including PowerPoint, Excel, and Word
Action Oriented - Enjoys working hard
Communicating Effectively- Writes and presents effectively
Minimum of 5 years Operations Center Management, preferably in an Insurance Operations Center
Bachelor’s degree in a business related field or equivalent training and experience required

Administrative Operations Examples

1

Administrative Operations Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of administrative operations. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations
  • Act as liaison to VP of Operations direct reports, field teams and their staff, including Mexico & Brasil
  • Maintain the active and inactive Concur database in conjunction w/ HR and global finance
  • Assist in implementing and communicating company policies and procedures to employees in the US Head Office, Retail Stores and Field Teams
  • Complete and file expense reports
  • Drive team activities (including staff meeting agendas and notes, org-wide meetings, social outings, catering, supply ordering, and other key logistics)
  • Close collaboration with departmental Executive Assistant peers
  • Research associates counseling history as needed to confirm correct level for next counseling, dates of prior counselings, or provide •summary of performance history for manager to use in making a recommendation for termination
  • Assisting managers run/track production reports, update operations reports as needed, work on projects for creating reports
  • Regulatory report submission with accuracy
  • Timesheet review
Qualifications for administrative operations
  • Ability to apply and use thorough knowledge of KP's policies, practices, business processes, techniques, work standards and systems
  • Uses acquired knowledge of industry practices and standards
  • Intermediate knowledge of Excel to compile and create moderately complex spreadsheets and reports
  • Uses intermediate to advanced MS Office skills (Word, MS Project, and or/PowerPoint) to create moderately complex presentation materials with graphs, illustrations
  • 3+ years of experience providing senior level assistance in a fast-paced environment
  • Proficiency with Microsoft Office, specifically Outlook, Word, Excel, PowerPoint, Visio, and SharePoint
2

Administrative Operations Job Description

Job Description Example
Our company is looking to fill the role of administrative operations. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations
  • General Services Agreement and Work Directive preparation
  • Ordering, receiving, tracking and returning material
  • Assist in the preparation and monitoring of O&M and Capital Budget
  • Updating and revising various company manuals, plans and procedures
  • Monthly reporting including accruals, gas loss entry, tank volumes and p-card reallocations
  • Assist in the planning and coordination of scheduling activities working with scheduling tools such as MS Project
  • Support business and administrative activities, such as budget, manpower and resource planning and financial reporting
  • Support document production, including but not limited to management plans, technical documents, and presentation graphics
  • Ensure that requests for technical support are promptly directed to the correct individuals
  • Prepare administrative and technical documentation that is complete, accurate, and well organized
Qualifications for administrative operations
  • Over 2 years of relevant office experience required, experience in a repair business preferred
  • Associates Degree in Business highly desired
  • Ensure that equipment items are shipped and delivered in accordance with operational requirements
  • Ensure responsiveness to technical guidance provided by the Government Program Manager
  • Maintain quality of performance and products that is high and consistent
  • Must have two or more years of experience in planning and coordinating scheduled project activities, supporting all business and administrative activities, including reporting, document production, property-management, and other duties as required
3

Administrative Operations Job Description

Job Description Example
Our growing company is looking for an administrative operations. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative operations
  • Manage day-to-day processing of accounts receivable and payable using QuickBooks
  • Manage monthly expense register and corresponding receipts
  • Develop and manage annual organizational budget in coordination with the Publisher
  • Communicate regularly with Publisher about state of finances
  • Develop individual program and project budgets
  • Work with independent auditors and Board of Directors Audit Chair to produce monthly financial statements, annual audit, tax returns
  • Assist in human resource duties, including on-boarding of full-time, part-time, and contract staff
  • Manage contracts and insurance requirements, including general liability and directors & officers insurance
  • Assist in necessary grant activities, program budgets, and grant follow-up reporting
  • Maintain upkeep of our two offices in Santa Monica and Boyle Heights
Qualifications for administrative operations
  • Attitude to work accurately and precisely
  • Provide information to callers, welcome visitors, and manage general queries
  • Set up conference room for meetings
  • Receive, open, and sort office mail and deliveries/process outgoing mail
  • Ensure the maintenance and repair of the organizational property—including computers, event equipment
  • Manage and coordinate a complex calendar for the Publisher, including scheduling travel, hotel, restaurant and rental car accommodations, as directed
4

Administrative Operations Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative operations. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative operations
  • Coordinate Board of Directors meetings (quarterly) including sending out meeting notices/reminders, compiling and distributing materials/minutes for meetings, tracking attendance
  • Take notes and summarize key points addressed at conferences, events, and meetings-- including Board meetings
  • Proactively verify, remind, assist, coordinate and facilitate to ensure that assigned tasks are completed
  • Staff all events
  • Duties listed above require employee to maintain confidentiality status at all times
  • Review and check the scanning of core returns and defects by the Distribution Center to ensure that all credits are accounted for
  • Track all of the product return from the stores and match up to what was credited by the Distribution Center to identify discrepancies
  • Identify and log all discrepancies on an Excel spreadsheet daily
  • Review and audit all cash refund, cash void, and zero cash exchange invoices to ensure that there are the required sign offs and initials
  • Develop and maintain a close working relationship with the Loss Prevention manager
Qualifications for administrative operations
  • Contact and confer with customers to resolve any and all issues in regards to product availability, billing errors and product pricing
  • Ensure cycle counts are completed for each inventory round, review and verify inventory variances and approval and update all cycle counts
  • Ensure RGN (Return Goods Department) receives & processes returned parts in approriate timeframe
  • This role could possibly evolve into a permanent opportunity
  • Maintain corporate credit card requests, usage, and receipts
  • Track production process data/reports
5

Administrative Operations Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of administrative operations. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative operations
  • Submitting and reconciling expense reports
  • Developing meeting agendas
  • General office and administrative coordination
  • Manage and maintain the Executive's schedules, appointments and travel arrangements
  • Provide administrative support for Operations Team Manufacturing Warehouse
  • Organization of meetings and appreciation events for employees
  • Payroll Administration & data integrity audits for location hourly employee
  • Support New Hire Onboarding and Orientation tasks
  • Accounts Payable/ Receivables & related reconciliation actions via APS/Purchasing Cards
  • Composing multiple document types related to company communication programs
Qualifications for administrative operations
  • Strong math skills (settlement skills), and good attention to detail
  • Understand MS Office Suite, SAP, Knonos, Union Contracts
  • Confident and proactive with excellent communication skills (written, verbal and interpersonal) and feel comfortable interacting with employees at all levels of the organization
  • Google Apps (Gmail) experience strongly preferred
  • 3+ years of experience in an Administrative and/or Operations role
  • High level of proficiency with Internet Explorer

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