Office Operations Coordinator

ASA is seeking a highly organized, detail-oriented, and proactive Office Operations Manager to oversee and coordinate the daily administrative functions of the company. This role serves as the central point of leadership and communication for the administrative team, which currently supports bookkeeping, purchasing, HR, and office operations functions.

The ideal candidate will possess strong organizational, administrative, and operational management skills, with the ability to streamline processes, support department leaders, and ensure efficient day-to-day office operations. This individual will play a key role in supporting company growth while maintaining a professional, productive, and customer-focused office environment.

Key Responsibilities

Office Operations & Administration

• Lead and manage daily office operations and administrative functions.
• Develop, implement, and improve office processes, procedures, and workflows.
• Ensure accurate and timely handling of company records, documentation, and reporting.
• Serve as the primary point of escalation for administrative, purchasing, and HR-related matters.
• Facilitate effective communication between office staff, field teams, vendors, customers, and company leadership.
• Support leadership with operational initiatives, special projects, and business improvement efforts.
• Maintain an organized, professional, and welcoming office environment.
• Monitor workload distribution and provide guidance to administrative team members.

Bookkeeping & Administrative Oversight

• Oversee general bookkeeping functions and support accounting processes.
• Review and ensure timely payment of company bills and vendor invoices.
• Manage accounts payable and accounts receivable activities.
• Monitor invoice processing and collection efforts.
• Ensure accurate customer invoicing and documentation.
• Oversee filing systems and record retention practices.
• Support data entry, reporting, and information management within company software systems.
• Assist with administrative projects and document preparation as needed.

Front Desk & Customer Service Leadership

• Ensure exceptional customer service for visitors, vendors, and clients.
• Oversee front desk operations and reception activities.
• Respond to inquiries and direct requests to the appropriate department.
• Maintain professional communication standards across the organization.

Purchasing & Vendor Management

• Oversee company purchasing activities and procurement processes.
• Coordinate with vendors and suppliers to ensure timely ordering and delivery of materials and services.
• Review purchasing procedures for accuracy, efficiency, and cost control.
• Support vendor relationship management and issue resolution.