Operations Coordinator

About the Role:

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.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience as an Operations Coordinator in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications:

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

Responsibilities:

• KEY 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.

Skills:

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.

EEO/AA Employer/Veteran/Disabled Statement:  

VDA provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. 

VDA is the global leader in vertical transportation consulting and inspection services. We’ve helped clients with their vertical transportation needs since 1980. Our expertise and services impact the design, reliability, lifespan and safety of vertical transportation equipment.