Office Operation Specialist (Sales)

The Office Operation Specialist is responsible for the general office oversight and day to day administrative operations of the Plymouth Meeting office, ensuring it runs smoothly and efficiently.   Responsible for a wide range of tasks, from coordinating office activities to working with vendors and supporting staff, all while maintaining a positive and productive work environment.  This role requires a highly organized, detail-oriented individual with excellent communication and leadership skills.

Responsibilities:

·       Responsible for overseeing the daily operations of the Plymouth Meeting office and ensures office processes run smoothly, including scheduling, correspondence, mail and record-keeping.

·       Provides administrative support for sales leadership, including scheduling appointments, meetings, and events; booking travel; maintaining documents and files.

·       Liaison with company facilities department and building management for facility maintenance, repairs, and ensuring a clean and safe work environment.

·       Oversee the maintenance and use of the conference rooms onsite. 

·       Coordinates internal and external resources, and cultivate relationships with vendors

·       Responds to requests and questions about office operations

·       Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, coordinates maintenance, manage vendor relationships, and coordinate food deliveries when requested

·       Manage aspects of space/infrastructure planning with Facilities department (examples include: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested

·       Coordinates meetings, conferences, and events such as client / partner events and team events.

·       Processes invoices, and ensures expenses are tracked.

·       Prepares reports as needed including Sales & Account Management weekly reporting, Loss Analysis, Ad hoc Sales reporting (aggregate team responses), Sales Management Reporting

·       Assists leadership with onboarding new associates including onboarding systems access, onsite resources (phone, computer set-ups).  

·       Ensures adherence, safety and compliance to company policies and procedures, as well as relevant regulations.

·       Serves as a point of contact for visitors, staff, and external parties.

·       Addresses office-related issues and find solutions to ensure smooth operations.

 

Qualifications:

·       High school diploma or equivalent required.  Undergraduate degree preferred.

·       Minimum 5 years related experience in a senior administrative, office management or facilities role in an office environment.

·       Strong organizational, analytical, and planning skills with the ability to manage multiple tasks and responsibilities efficiently.

·       Excellent verbal and written communication skills

·       Demonstrated ability to analyze requirements and work toward meeting goals.

·       Strong time management and problem-solving skills with the ability to identify and resolve issues.

·       Demonstrated ability to interact with multiple staff levels including senior leadership and build positive relationships with colleagues and vendors.

·       Demonstrated ability to positively interact with customers and / or external partners (such as brokers / consultants)

·       Ability to maintain confidentiality of company information.

·       Excellent computer skills – specifically Excel, Word, Outlook and PowerPoint.

 

 

 

IBX is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their age, race, color, religion, sex, national origin, sexual orientation, protected veteran status, or disability.

 

Must have an Android or iOS device which is compatible with the free Microsoft Authenticator app.