Operations Administrative Assistant

Classification: Non-Exempt

Reports to: General Manager

Essential Duties & Responsibilities

• Answers, screens, and transfers incoming phone calls as needed
• Welcomes and directs visitors, clients, and vendors
• Maintains filing systems, spreadsheets, reports, and databases
• Coordinates rental equipment assignments and supports fulfillment of daily orders
• Assists with inventory reconciliation and administrative tracking
• Prepares, records, and retrieves information from records, email, meeting notes, and related documents
• Creates summaries and reports as requested
• Responds to administrative inquiries and escalates issues appropriately
• Coordinates travel, meetings, and appointments for managers and supervisors
• Maintains office supply inventory and coordinates maintenance of office equipment
• Tracks expenses, petty cash activity, and approved purchases
• Maintains a safe, organized, and clean work environment
• Complies with company policies and procedures
• Performs other duties as assigned

Supervisory Responsibility: This position does not supervise employees.

Work Environment: This position operates in both office and warehouse environments and requires regular movement between administrative and operational work areas.

Position Type / Expected Hours: This is a full-time position. Work schedules may vary based on business needs. Additional hours and occasional weekend work may be required during peak business periods.

Minimum Qualifications

• Excellent verbal and written communication skills
• Strong interpersonal and customer service abilities
• Proficient in Microsoft Office Suite and Outlook
• Strong organizational skills and attention to detail
• Working knowledge of clerical and administrative procedures
• Ability to prioritize and manage multiple tasks simultaneously
• Ability to work independently and collaboratively in a team environment
• Comfortable working in a fast-paced environment

Preferred Qualifications

• Experience with rental, ERP, or inventory management systems
• Experience with Rental Tracker Pro preferred
• Prior experience in the audio-visual rental industry

Education & Experience

• High school diploma or GED required
• Minimum of 1 year administrative, operations support, or office coordination experience
• Equivalent combinations of education and experience may be considered

Physical Requirements

• Prolonged periods sitting and working on a computer
• Frequent standing and walking throughout office and warehouse areas
• Ability to lift and move up to 15 pounds occasionally

Other Duties: This job description is not intended to be an exhaustive list of duties, responsibilities, or activities. Responsibilities may change at any time with or without notice based on business needs.