Operations Assistant

Job Overview
The Operations Assistant supports day-to-day company operations and the President of Operations with record-keeping, accounts management, purchasing, conference scheduling, shipping, and inventory. This role involves a mix of clerical, administrative, and financial tasks that ensure accurate documentation and efficient processing of financial transactions. The Operations Assistant works under the direction of the Operations Manager and helps ensure that routine operational activities are completed accurately, on time, and in an organized manner.

Responsibilities

Operations, Logistics, and Administrative Support

· Support the Operations Manager with administrative, logistical, and workflow coordination.

· Track recurring operational tasks, deadlines, follow-ups, records, and routine documentation.

· Coordinate with employees, vendors, carriers, hotels, and conference organizers.

· Help maintain Microsoft Teams, shared files, and office and storage areas

· Maintain organized records for purchases, shipments, inventory, vendors, conferences, etc.

Provide general office support such as phone calls, emails, correspondence, visitor coordination, meeting setup, and internal events.

Conference, Travel, and Shipping Support

· Support conference planning, registrations, travel arrangements, itineraries, budgets, materials, packing lists, and shipments.

· Coordinate conference materials, supplies, booth items, printed materials, and shipments.

· Assemble, label, ship, and track boxes, conference materials, company materials, samples, and customer-facing materials as directed.

· Receive incoming packages, notify recipients, organize received materials, and maintain shipping supplies and storage areas.

Purchasing, Vendor, and Inventory Support

· Purchase office supplies, laboratory supplies, shipping materials, conference materials, etc.

· Track purchase requests, order confirmations, delivery dates, receipts, returns, and related.

· Communicate with vendors regarding quotes, order status, invoices, returns, and deliveries.

· Monitor routine inventory levels and address reordering as needed.

Inventory Support and Packaging

· Assist in repackaging, folding boxes, and labeling bottles

· Configure products for sale and accurately track time

· Perform other duties as assigned

Requirements

· Proficiency in office and accounting software (e.g., Odoo, Microsoft Excel, Word).

· Excels in a team environment and is a self-disciplined worker

· Strong attention to detail and accuracy in data entry and record-keeping.

· Solid understanding of basic accounting principles and comfort working with numbers.

· Excellent organizational skills for organizing and managing large volumes of documentation.

· Effective communication skills for interacting with customers, vendors, and colleagues.

· An associate’s degree or a degree in accounting, finance, or a related field is preferred, or a suitable combination of education and work experience.

Join us as an Operations Assistant and be part of a dedicated team committed to operational excellence! Your energy, organization, and proactive mindset will make a meaningful impact every day. We value your contributions and provide a supportive environment where your skills can flourish.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person