Job Summary

The Operations Administrator supports daily operational activities by coordinating purchasing, inventory, facility maintenance, and administrative functions. This role ensures efficient workflow, timely procurement of materials, and smooth coordination with internal teams and external vendors.

Key Responsibilities

Purchasing & Procurement

• Procure technical, office, warehouse, packing, and paint supplies as needed
• Create and manage purchase orders in accordance with company procedures
• Track orders and ensure timely delivery of materials
• Provide team members with order updates and estimated delivery timelines (ETAs)

Outside Repairs Coordination

• Generate purchase orders for external repair services
• Coordinate shipment of parts to vendors for repair or refurbishment
• Track repair status and ensure timely return of serviced items

Facility & Maintenance Coordination

• Report, track, and manage building maintenance issues
• Coordinate with service providers including HVAC technicians, plumbers, and other vendors
• Act as a liaison between the company and facility service providers

Inventory Support

• Generate purchase orders for service tool calibrations and supplies
• Assist with inventory audits, tracking, and adjustments

Administrative Duties

• Enter daily magnet cryogenic readings into NIS SharePoint
• Create and maintain logbooks for new magnet cryogenic readings during cold storage intake
• Manage the building alarm code system, including assigning codes and serving as the primary point of contact
• Manage and distribute building keys to employees as needed
• Schedule meetings as needed and maintain meeting calendar
• Receive, sort, and distribute incoming mail
• Record minutes for technical meetings and send follow-up emails with recording details
• Serve as the primary point of contact for the cleaning crew and coordinate facility needs
• Coordinate catering, including ordering lunches for team events and training sessions

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred
• Previous administrative or operations experience preferred
• Strong organizational and multitasking skills
• Excellent communication and coordination abilities
• Proficiency in Microsoft Office and SharePoint (or similar systems)
• Ability to manage multiple priorities in a fast-paced environment

Preferred Skills

• Experience with purchase order systems and vendor coordination
• Basic knowledge of inventory management practices
• Attention to detail and strong problem-solving skills