Operations Execution Coordinator at RealCold in East Hanover, NJ

Job description

• Working directly for the Chief Operating Officer, this role is pivotal in supporting our operations team’s efforts while ensuring efficient administrative operations. The Operations Execution Coordinator is a multi-tasker, is detail-oriented, is capable of managing various responsibilities simultaneously, and provides administrative support to one or more executives within the Company. In this role, the incumbent will ensure completion of initiatives and work cross-functionally, serving as a key driver of organizational effectiveness. The ideal candidate thrives in a fast-paced, high-impact, dynamic environment.

Responsibilities

• Assists in the development and execution of operational initiatives, procedures, and policies.
• Manage and drive priority projects to completion, ensuring alignment with the company’s objectives.
• Track progress of key initiatives, reporting updates and outcomes to the leadership team.
• Build strong relationships across the organization to promote a positive, collaborative culture.
• Provide administrative support to the team, including scheduling meetings, managing calendars, and handling correspondence.
• Maintain and organize documents, files, and records in a systematic manner.
• Coordinate and manage the executive's calendar, including scheduling meetings, appointments, travel arrangements (including flights, accommodations, and itineraries).
• Assist with expense reporting, and office supplies procurement.
• Answer and direct incoming calls, emails, and inquiries from clients, partners, and team members.
• Build and maintain professional relationships.
• Handle sensitive information and maintain strict confidentiality.
• Be adaptable and ready to take on new tasks and responsibilities as needed.
• Receives and distributes office mail.
• Other duties as assigned.

Requirements

• HS Diploma and five years administrative experience or bachelor’s degree in business administration or a related field and three years administrative experience.
• Fluent in Spanish desired.
• Must be tech savvy.
• Good written and verbal communication skills.
• Attention to detail and accuracy to ensure all specifications are met.
• Ability to motivate, coordinate, and ensure proper time-management among team members.
• Highly organized with excellent time management skills.
• Ability to multitask and adapt to changing priorities.
• Works well with others, within/across functions, up and down the organizational chart.
• Strong understanding of organizational dynamics with the ability to anticipate and address operational needs.
• High level of integrity, with the ability to handle sensitive information discreetly and uphold company values.
• Ability to work independently.
• Proficiency in Microsoft Office Suite.
• Ability to maintain confidentiality and appropriately handle sensitive matters.
• Superior interpersonal skills, with ability to communicate and engage at all levels of the organization.
• Excellent time management skills.
• Must be able to work independently.
• Ability to create partnerships with internal clients (People Operations team, managers, employees);
• Able to employ solid decision-making skills.
• Work in a fast-paced environment meeting commitments and deadlines.
• Must be able to pass a background check
• Ability to work well under pressure and prioritize important tasks over others.
• Dress code is relaxed with a few rules to follow for safety.
• Full-time onsite 100% if not traveling
• Hours vary depending on deadlines and needs of the company
• Environment may be fast paced and stressful.
• Willing to travel about 25%.

Skills

Required

• Must be tech savvy.
• Ability to work independently.
• Proficiency in Microsoft Office Suite.
• Excellent time management skills.
• Must be able to work independently.

Preferred

• Fluent in Spanish desired.

Benefits

• Comprehensive benefits package to include medical, dental, vision, HSA, FSA, Short- and Long-Term Disability, and Life Insurance
• 401(k) Match
• Paid Time Off