Operations Support Coordinator

The Operations Support Coordinator provides a wide range of administrative support for both client projects, general accounting, and operations. This role is focused on providing support to help our entire team deliver an exceptional client experience.

Position Essential Functions and Responsibilities

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.

Essential Functions

Essential functions include the following. Other duties may be assigned.

Client Delivery Support

• Supports the FlashPoint delivery team with ordering, printing, assembly, and shipping of supplies, reports, workshop materials, etc.

• Assists with scheduling, creating materials, compiling notes, evaluation snapshots, and organizing supplies for training events or meetings.

Accounting Support

• Process accounts payable invoices in Quickbooks.

• Create client invoices in coordination with Director of Finance and Operations.

• Assists with various accounting or client requests for information (e.g., certificates of insurance, vendor changes of information, W-9s, etc.).

• Assist with preparing statements of work for our affiliate partners and answers questions as necessary.

• Perform quarterly internal inventory count.

• Entering new client information in Quickbooks, track to ensure we have all data needed to invoice correctly.

• Manage updates to supplier diversity portals.

Administrative Support for Sales, Marketing, and Operations Team

• Provides first point of contact to FlashPoint clients, vendors, and guests. Serves as a positive ambassador, ensuring that all our stakeholders are treated in a professional and courteous manner.

• Schedules appointments, answers and gives information to callers, monitors and answers door as needed, and performs other administrative duties as assigned.

• Conducts daily general office housekeeping, including monitoring office supply levels, maintaining organization of the production room, cleaning and stocking the kitchen, monitoring, and maintaining office equipment, refilling copier supplies, etc.

• Supports the team’s technology needs; this includes serving as a liaison with vendors regarding day-to-day technology issues.

• Performs various errands as needed (office supply shopping, picking up and delivering materials/supplies/food for events, etc.).

• Maintains Outlook invitations for staff events, such as Point meeting and holidays.

• Provides data entry support for the CRM database.

• Assists with travel coordination and meeting scheduling.