Operations Coordinator

Job Description

Job Description

Duties are assigned in accordance with the office procedures of Vista Engineering & Consulting, LLC and include a combination of answering telephones, bookkeeping, typing, office machine operation, case management, marketing operations, quality system management.

Position is 100% on-site, in-person, but number and structure of hours and weekly schedule is flexible.

More information about Vista Engineering & Consulting, LLC can be found at vistaeng.com

Education Requirement Options

Bachelor's Degree or

Equivalent experience

Essential Knowledge & Responsibilities:

· Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, scientific workplace terminology, and coordination of people, schedules, & resources.

· English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

· Customer Service - Knowledge of and experience with principles and processes for providing customer (internal & external) services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

· Records Management - Responsible for creating, collecting, and maintaining records pertaining to the Quality System and is empowered to notice and report deviations from and suggest improvements to the quality system.

· Marketing Operations – Communicating with marketing partners, light social media management, client outreach.

Enumeration of Responsibilities (those not mentioned above; responsibilities are not limited to the following):

• Office Coordination
• • Communicate with customers, employees, vendors and other individuals to answer questions, disseminate or explain information, and initiate cases.
  • Answer telephones, direct calls, and take messages.
  • Operate office machines, such as photocopiers and scanners, phone systems, and personal computers.
  • Compute, record, and proofread data and other information, such as records or reports.
  • Maintain and update filing, supplies inventory, mailing, and database systems, either manually or using a computer.
  • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
  • Review files, records, and other documents to obtain information to respond to requests.
  • Inventory and order materials, supplies, and services.
• Bookkeeping:
• • Receive and apply payments from customers.
  • Generate and issue invoices for work completed to our customers.
  • Categorize and record expenses.
  • Reconcile bank and credit card accounts
  • Generate quarterly financial reports
  • Reimburse applicable expenses and mileage to employees
  • Make payments to vendors
• Marketing:
• • Place bi-annual advertising in print media.
  • Arrange annual trade show attendance.
  • Reach out to existing clients and new leads to arrange visits for marketing purposes.
  • Maintain customer relationship management database and send occasional marketing emails.
  • Generate occasional social media posts.
  • Generate and distribute occasional press releases.
  • Coordinate Holiday gifts and cards to clients.
• The Quality System (SOP and training provided for each) :
• • Opening and closing cases/jobs
  • Finding resolution and recording customer inquiries and complaints
  • Document Control
  • Completing Final Inspection of customer reports
  • Creating and communicating customer invoices
  • Purchasing supplies, standards, and services used in the performance of activities in the scope of our accreditation.
  • Evidence Custodian- Manage the intake, security, and disposal of critical evidence.
  • Equipment Quality Management – Assist Quality Manager with maintenance of equipment calibrations.

Technology

• Experience required:
• • Microsoft 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, etc..)
  • PC environment (not Apple)
• Experience a bonus, can train these skills:

o Intuit QuickBooks

o Zoho CRM (Customer Relationship Management)

o Canva

o Various AI tools

o Workflow automations

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other protected status.

This position is at-will, meaning that either the employer or the employee can terminate the employment relationship at any time, with or without cause or notice, as permitted by law.

Employment is contingent upon successful completion of a background check and/or drug screening.