Benefits:

Competitive salary

Flexible schedule

Opportunity for advancement

Training & development

Having an exceptional company culture is a necessity. Through our focus on Diversity and Growth, our company offers an inclusive talent-driven culture that delivers the most inspiring professional experience for every Pinpoint employee. We are seeking a motivated and professional Operations Assistant to support our leadership team and engineers.

Qualifications

Associates degree in Business Administration (Bachelor’s a plus)

2-5 years of experience required

Proficient with program and software applications (CRM, Google Workspace, Microsoft Office, Word/Doc, Excel, PowerPoint, Adobe Acrobat)

Experience with bookkeeping/accounting (Reconciliation, Overhead Expense Tracking, Federal/State Tax Accounting, Budgets, B2B Invoicing, Accounts Payable and Receivable etc…)

Excellent written, communication, organizational, and interpersonal skills

Valid Driver’s License

Responsibilities

Administrative Support:

Assist in day-to-day administrative tasks such as responding to emails, and handling correspondence.

Help in organizing and maintaining electronic files, ensuring they are accurate and up-to-date.

Prepare documents, reports, presentations, and spreadsheets as required by the Admin Operations Manager.

Provide assistance with Fleet management needs

Database Management:

Assist in managing Deltek Ajera related to clients, suppliers, and internal processes;

Entry of all Pinpoint data from clients.

Update and maintain accurate records in databases, ensuring data integrity and confidentiality.

Scheduling and Coordination:

Help in scheduling appointments, meetings, and conferences.

Inventory Management:

Assist in monitoring and managing office supplies and equipment, and placing orders as needed.

Project & Invoice Support:

Support the Operations Manager in various projects related to process improvement, efficiency enhancement, and cost reduction initiatives.

Assist in research, data collection, and analysis for project implementation.

Prepare and issue invoices for services rendered, ensuring all billable items are accurately captured and billed in a timely manner.

Monitor and track payments received, following up with clients on overdue invoices and coordinating with the accounting department to ensure proper application of payments.

Generate regular reports on invoicing status, outstanding balances, and payment trends for management review.

Communication Support:

Assist in drafting internal communications such as memos, announcements.

Help in maintaining communication channels between different departments and teams within the organization.

Meeting Support:

Prepare meeting agendas, take meeting minutes, and distribute them to relevant stakeholders.

Arrange meeting rooms, equipment, and refreshments as needed.

Customer Service:

Provide assistance to customers and clients over the phone, email, or in person, ensuring their queries and concerns are addressed promptly and professionally.

Quality Assurance:

Assist in quality control processes by conducting checks on documents, reports, and data to ensure accuracy and completeness.

Help in identifying and resolving any discrepancies or errors.

Ad Hoc Tasks:

Perform miscellaneous tasks and errands as assigned by the Admin Operations Manager.

Adapt to changing priorities and assist in urgent tasks as required.

Learning and Development:

Actively participate in training sessions and workshops to enhance skills related to administrative tasks, communication, and project management.

Seek opportunities to learn about the operations and processes within the organization to better support the Operations Manager.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Women, Veterans, Disabled and Minorities are encouraged to apply: All qualified applicants will receive consideration without regard to race, color, age, gender, religion, national origin, disability, sexual orientation, gender identify, veteran/military status, marital status, genetic information, or any other status protected under local, state, or federal laws or regulations.

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Flexible work from home options available.