Operations Coordinator

VDA•Burr Ridge, IL

43d

About The Position

The Operations Coordinator plays a crucial role in ensuring the smooth operation of our office within the Professional, Scientific, and Technical Services industry. This position is responsible for providing comprehensive administrative support to various departments, facilitating effective communication and organization. The successful candidate will manage calendars, coordinate travel arrangements, and maintain records, contributing to the overall efficiency of the team. By handling general clerical tasks and multi-line phone systems, the Operations Coordinator will help create a productive work environment. Ultimately, this role is essential for enabling our professionals to focus on their core responsibilities while ensuring that administrative functions are executed seamlessly.

Requirements

High school diploma or equivalent.
Proven experience as an Operations Coordinator in a similar role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
The required skills for this position, such as general administrative abilities and calendar management, are utilized daily to ensure that all tasks are completed efficiently and on time.
Proficiency in maintaining calendars allows the Operations Coordinator to prioritize appointments and meetings effectively, minimizing scheduling conflicts.
General clerical skills are essential for managing documents and records, ensuring that all information is organized and easily retrievable.
Additionally, strong communication skills are vital for managing multi-line phone systems and providing excellent service to clients and colleagues alike.

Nice To Haves

Associate's degree in business administration or a related field.
Experience in a professional services environment.
Familiarity with project management software.

Responsibilities

Overseeing the Direct Billing Program to ensure accuracy and timely processing.
Manage the Vendor Program, provide Certificates of Insurance (COIs), and maintain and build customer relationships.
Assist with invoicing and receiving receivables, ensuring timely payment and record-keeping
Coordinate Illinois and Wisconsin Inspection Scheduling, managing appointments and logistics.
Support Wisconsin Inspection Operations, ensuring efficiency and compliance
Provide administrative assistance to senior leadership, including correspondence and responding to RFP’s.
Maintain records, reports, and operational databases.
Communicate effectively with internal staff, corporate office, branch offices, and vendors.
Answer and direct incoming calls on a multi-line phone system, providing excellent customer service.
Organize and maintain office records and files, ensuring easy access to important documents.
Assist with general clerical tasks such as data entry, document preparation, and office supply management.
Performs other related duties as assigned.