Operations Support Assistant

Complete Design & Packaging LLC•Concord, NC

About The Position

This position is a dual-function role responsible for coordinating maintenance-related administrative activities across all CDP properties while also performing accounts payable and other general clerical responsibilities within the plant office. The role serves as a point of contact for maintenance coordination and tracking, vendor communication, documentation, invoice processing, and administrative support as needed. Working closely with Plant Management, maintenance staff, vendors, and the Finance Group, this position supports efficient operations, accurate financial processing, regulatory compliance, and overall plant office support.

Requirements

High School Diploma or GED required.
1-2 years of administrative related work, preferably in Maintenance and/or Accounting.
Ability to read, understand, and follow safety procedures and maintenance documentation.
Intermediate computer skills, including use of word processing, spreadsheets, and record-tracking systems.
Ability to demonstrate professionalism in communication, appearance, discretion and workplace conduct.
Ability to communicate clearly and professionally, both verbally and in writing.
Ability to work effectively with employees, supervisors, vendors, contractors, and external inspectors.
Strong organizational skills with the ability to manage multiple priorities
Demonstrated ability to build effective working relationships and handle issues tactfully and professionally

Nice To Haves

Knowledge of basic accounting principles.
Bilingual communication skills in English and Spanish
Familiarity with safety management principles and regulatory compliance.
Experience coordinating vendors, contractors, or maintenance staff.
Ability to develop cost estimates for supplies, repairs, and equipment.

Responsibilities

Coordinate general property maintenance, including plumbing, electrical, mechanical, carpentry, painting, and security systems.
Respond to maintenance service requests and ensure timely resolution with appropriate follow-through.
Maintain a detailed property map identifying utility shut-offs, hydrants, gas mains, and other safety-critical infrastructure.
Maintain systems for tracking service requests, preventive maintenance, inspections, inventories, and completed work.
Maintain and reordering adequate stock of tools, parts, and supplies necessary for ongoing maintenance operations.
Order supplies, equipment, and contracted services in accordance with purchasing and bidding procedures.
Work with management to operate within budgeted cost parameters.
Maintain records related to maintenance activities, purchases, inspections, and compliance.
Ensure adherence to company safety standards, policies, and procedures.
Ensure hazardous materials are properly labeled, stored, and handled.
Ensure completion of all required safety inspections.
Enforce property key control policies, including lock changes, key cutting, and proper key distribution.
Invoice Processing and Data Entry: Receiving and entering vendor invoices into the accounting system, ensuring proper General ledger (GL) coding.
Three-Way Matching: Verifying invoices against purchase orders (POs) and receiving reports (receipt of goods/services) before payment.
Vendor Management: Maintaining accurate, updated vendor records and resolving discrepancies, such as price differences or missing items.
Reconciliation: Reconciling monthly vendor statements to the AP aging report to ensure all liabilities are recorded.
Assist with general office and clerical administrative duties such as filing/organizing, scanning, printing, and year-end/month-end duties.
Other Duties will eventually include providing support for other areas as needed.