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Operations Coordinator
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Level Up Solutions
Winston-Salem, NC (In Person)
$52,500 Salary, Full-Time
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Job Description
Our client, a Triad-based, award-winning architectural and interior design firm, is seeking the next addition to its dynamic and expanding team! The Operations Coordinator role offers the perfect opportunity for professional growth while contributing to a dynamic and supportive team environment! This is an in-person role at our client's headquarters located in Downtown Winston-Salem. All inquiries are strictly confidential. See position details below.
Essential Duties:
Office Operations- Serve as the first point of contact for visitors, calls, and firm communications
- Manage calendars, phone systems, and voicemail
- Coordinate office vendors (cleaning, maintenance, internet, etc.)
- Oversee procurement of supplies and services (snacks, office supplies, catering, etc.)
- Maintain organized, fully functional studio environments Finance Support
- Manage vendor onboarding and ensure ongoing accuracy of tax documentation, COIs, payment preferences, and terms via annual updates.)
- Manage monthly client invoicing
- Maintain comprehensive vendor billing records within system
- Ensure timely collection of receivables
- Support development of annual office budget; ongoing expense management
- Provide general support to the Finance team as needed Operations Support
- Coordinate client onboarding and project startup (MS Teams, BQE Core)
- Provide backup support for systems and processes
- Track and manage internal technology inventory
- Coordinate recruiting/hiring, and onboarding efforts
- Support Operations as needed Marketing Support
- Coordinate Lunch & Learns and events
- Maintain CRM data and administrative needs
- Support project photography process
- Assist with planning and executing internal events and team initiatives
- Support Marketing initiatives as needed Property Coordination
- Support property contracts and documentation
- Coordinate maintenance and respond to facility needs
- Assist with renter/tenant communication
Minimum Qualifications:
Bachelor's degree in business or equivalent combination of education and relevant work experience is preferred 3 years of administrative or related experience; working knowledge of fundamental accounting principles required General working knowledge of Adobe Creative Cloud & QuickBooks or related software strongly preferred Demonstrated proficiency in Microsoft 365 including advanced Excel skills, Word, and Outlook. Strong organizational aptitude and attention to detail when working with financial, operational, and marketing data Ability to work independently, as well as a member of the team Ability to be flexible, adaptable, and prioritize tasks Strong written and oral communication skills; ability to present ideas and strategies quickly, thoughtfully, and concisely; ability to cultivate and develop relationships Hold a valid driver's license- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.