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Operations Assistant

Department: Facility
Location: Evanston, IL

Operations Assistant:

Brella Productions (www.brella.com), a strategic digital production company, is seeking a an Operations Assistant to start immediately at our headquarters in Evanston, IL. We are a team-oriented workplace where the ability to enjoy the work while playing well with others is extremely important. 

 

Job Summary

The Operations assistant works with the operations manager and other related personnel to help keep Brella running smoothly. This is a multifaceted logistics and process centric position that requires the ability to jump between activities and departments smoothly, while keeping in mind the operations “big picture”. At times the role will require quite a bit of hands on “doing”, while at other times the role will be asked to provide upper management with insights to further increase productivity. The Operations assistant must be comfortable with a certain amount of task/job switching, but able to achieve deep focus when necessary.

Because the operations assistant must interact with a wide variety of professionals including clients, vendors, and fellow staff members, they must be able to communicate well both orally and in writing. They must be respectful of people in a variety of roles since the position requires them to work with all levels of employees, clients and vendors. Simultaneously, they must also be self-confident and tenacious since their work may involve remediation of logistical issues or assisting with deadline maintenance of special operational projects. While the Operations Assistants will have quite a bit of self-determination, they will be beholden to frequent unmoving deadlines and a myriad of problem solving opportunities that require their personal attention.

Job Duties

 

  • Provide support to operations manager as and when required. Increase efficiency by giving support both operationally and administratively.
  • Handle work that includes basic clerical tasks, reception/ hospitality management, facility support and other special projects as needed.
  • Perform research and compile information as assigned by the operations manager.
  • Support Operation team’s work with other departments to develop innovations in company procedures and policies as a means for improving company practice, work and organizational structure
  • Support Brella’s departmental assistants on special projects as needed and/or available
  • Maintain and update internal operations procedures documents as needed. Assist with training on these procedures as needed.
  •  Coordinate and/or participate in a variety of departmental and inter-departmental meetings. Provide meeting support for these as needed including scheduling, document distribution, taking meeting minutes and providing follow-up reminders if required.
  • Support the operations manager in managing and resolving operational issues.
  •  Provide excellent customer service, internally and externally
  • Provide logistical support for on-site company meetings and events both internal and external. May include setup and breakdown of tables & chairs, party decor, food, utensils etc.
  • Provide logistical hospitality and client support for on-site video shoots. May include setup and breakdown of food service, greeting of guests and assisting for as needed transportation or errand running.
  • Act as logistical point person for facilities coordination. This includes:

           Assigning special or seasonal facilities duties to janitorial or maintenance staff or vendors

           Troubleshooting facilities issues both for Brella and its building tenants (broken appliances, new chair requests, plumbing issues etc). This will include self-solving, assigning to existing janitorial or maintenance staff/vendors, and/or researching new vendors or alternative solutions

          Quality check that routine janitorial and maintenance activities are being done in a timely way.

          Research, analyze and contract (with oversight) vendors such as landscaping, snow removal, HVAC, plumbing etc.

  • Store, file and retrieve documents and reports as and when needed.
  • Order, store and organize all office supplies include food and beverages. Manage all office orders on regular basis.
  •  Manage incoming letters and packages, sort and distribute to respective personnel.
  • Manage outgoing letters and shipments. Provides assistance in packing and shipping of company parcels as needed.

Skills

  • This person must be comfortable with process development but also with getting their hands literally dirty. A spreadsheet and a sponge will both be tools they wield in the course of their work.
  •  Communication –written and verbal; must have strong and clear communication skills. Be confident and respectful when pursuing deadlines with co-workers.
  • Organization – physical and digital; must be a detailed planner and note taker; able to do physical space planning for
  • Positive Professional Demeanor – must be enthusiastic, observant and highly self-motivated, formality is not required, but professionalism is essential
  • Professionalism - must have a clear understanding of processes and people and work to ensure excellent standards with self and Brella.
  • Following instructions – must have strong analytical skills and problem solving abilities
  • Time management – must have strong follow through and accountability skills
  • Interpersonal skills - must be warm, but firm. Respectful of others is communication is key.
  • Team work - must enjoy working with all kinds of people, be approachable, and be clear in expectations
  • Technical Skills – Microsoft Outlook, Excel and Word skills at an expert level. Excellent at internet research.
  • Project Skills – Able to create schedules, maintaining deadlines, maintain and update budgets, and follow through on clerical project related duties.

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