Internal Operations Coordinator

Location Requirement: Must be able to commute to Pittsburgh, PA 15233

Summary of Position

This role provides direct administrative support to the Vice President of Internal Operations while assisting the broader team with various business functions and projects to ensure smooth and efficient operations. While the position supports multiple departments throughout the year, it becomes heavily focused on The Salt Factory division during the winter season, a vast majority of the employee's time will be dedicated to Salt Factory responsibilities. These include managing customer orders, coordinating shipments and pickups, reordering salt inventory as needed to ensure sufficient supply, and maintaining the Salt Factory email inbox. The individual in this role is expected to become a subject matter expert in company systems, workflows, and customer service protocols, playing a critical role in aligning daily responsibilities with the company's overall goals, especially during peak operational months.

Responsibilities

Essential Functions

• Provide direct administrative support to the Vice President of Internal Operations.
• Assist with handling the Owner's personal business such as, but not limited to, pay for certain personal usage items, maintain insurance policies (house and watercraft), maintenance agreements and appointments, etc.
• Research and collect all essential data/documentation to help with decision-making process and trouble shooting.
• Receive/screen phone calls; answer non-routine correspondence. Assist Support Department with overflow storm calls and administrative/clerical duties to support key business processes.
• Enter, maintain data, and run reports in CRM system.
• Create and maintain physical and online files, including scanning documents.
• Assist in the preparation of company meetings and events.
• Perform day-to-day Salt Factory activities including but not limited to:
• Taking customer orders.
• Scheduling both shipments and customer pick-up orders.
• Managing and maintaining the Salt Factory email inbox.
• Manage and documenting Legal Claims by notifying all involved parties, maintaining accurate records of documentation, and tracking claim status.
• Triage incoming Sales calls by gathering key customer details and communicating with the appropriate regional sales representative and with the President.
• Oversee social media management such as:
• Create engaging content for FB, Instagram, and LinkedIn
• Monitor and respond to activity across platforms to support brand presence and customer engagement.
• Aid the Accounting team by sending out invoices during high volume time periods.

Non-Essential Functions

• Perform other tasks or assignments as directed by management to support the company's initiatives.
• Scan documents; save in the appropriate computer folder using company naming standards.
• Follow all company policies and procedures.

Knowledge and Skills

• 3-5 years of administrative experience.
• Proficiency with Microsoft Office, specifically Microsoft Excel using formulas, sorting, and filtering.
• Experience working with a Zoho CRM system is preferred.
• The ability to be a self-starter and follow through on projects and tasks to completion is essential.
• Excellent verbal and written communication skills.
• Excellent time management and organizational skills, ability to multi-task and prioritize work.
• Problem solving; attention to detail and accuracy essential.
• Customer-focused; positive demeanor. Develop and maintain effective working relationships with a wide audience (internal and external). Able to work independently or in a group setting.
• Flexibility in schedule is vital, particularly during peak times.
• Must be readily adaptable to a fast-paced, changing/evolving environment.
• Maintain a reliable and dependable attendance record.
• High level of integrity, work ethic, and confidentiality.

Work Environment/Physical Demands

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, printer/copiers.
• While mainly a sedentary role, the position requires the ability to sit, stand, bend, reach, push, pull, ascend/descend stairs, and walk for various lengths of time throughout the day.
• The ability to lift 25 pounds if needed.

Snow & Ice Management is an Equal Opportunity Employer