Operations Coordinator

Full-Time

MassMedia Corporate Communications is a fast-growing advertising and public relations agency dedicated to helping our clients establish and grow relationships with their best customers and patients. Our campaigns include award-winning work for some of Nevada’s most recognized brands. We work in an open environment where ideas are shared across all disciplines, and there are ample opportunities for advancement based on excellence.

The Operations Coordinator provides strategic support for the Human Resources, Operations, IT, and Administrative functions of our company on day-to-day activities and responsibilities. The Operations Coordinator acts as a link connecting departments, vendors, and staff members. The Operations Coordinator will help to organize, supervise, and facilitate the work among employees, as well as provide specialized support to the workers. They assist in the hiring of new employees, evaluating current employees, and setting work assignments. They are also responsible for performing clerical duties, maintaining databases, creating reports, writing letters, facilitating management, maintaining the office, securing maintenance, and other general activities.

Responsibilities
• Consult with Management to identify employment needs
• Own and manage recruiting process with support from various hiring managers
• Contact references and perform relevant prescreening interviews and tests to applicants
• Maintain Applicant Tracking System files and records
• Prepares & conducts all new employee on-boarding and new hire orientation
• Responsible for maintaining both physical and digital personnel files
• Answer questions and manage employee benefit enrollment and change process
• Liaison between employees and benefits providers
• Assist Vice President of HR/Operations with the termination and off-boarding process of employees
• Assist Senior Management Team with performance review process
• Keep up to date with new HR laws/regulations and keep team members informed
• Payroll support as needed for department cross training
• Work closely with accounting department to provide support resolve issues
• Performs other relates duties as needed and assigned
• Responsible for the implementation and adherence to the employee handbook by all employees
• Help facilitate staff activities and implement ideas to enhance our company culture and a create a sense of “family”

Operations
• Serves as point person for all building and equipment maintenance and repair
• Manage, update and complete Building Operations checklist duties
• Fix minor repairs around the office
• Liaison with vendors to maintain and fix equipment and building (HVAC, IT, Cleaners)
• Monitoring of HVAC system and controls
• Yearly inspections of facilities
• Maintain and update Emergency Plans
• Conduct annual fire drills
• Evaluates condition of building and equipment and recommends next steps
• Setup and troubleshoot computer workstations
• Test equipment around facility to make sure it is working properly
• Performs other related duties as needed and assigned
• Handle all insurance issues as it relates to the building
• Responsible for reviewing and approving all benefits, utilities, & software invoices
• Assist in the administration of all policies and procedures
• Tracks, processes & completes expense reports in conjunction with Executive Assistant for Senior Staff
• Write, implement and train staff on new processes and procedures
• Provide support to the Vice President of Operations & Media on day-to-day activities and responsibilities
• Research and analyze local vendors pricing, products and services to save money
• Negotiate contracts with existing vendors and new vendors
• Cleaning and organizing facility occasionally
• Performs other related duties as needed and assigned

Qualifications:
• Bachelor’s Degree in related field
• 3-5 years of professional experience with executives, Human Resources, and/or office management
• Knowledge of major HR functions and employment law
• Knowledge of Internet/Web/Tech savvy
• Ability to use and troubleshoot standard office equipment: PC’s, Mac’s, phones, copy machine, printers, etc.
• Proficient in Office 365
• Familiarity with ADP, Adobe, Function Point & Workable is a plus
• Superior time management, multi-tasking & organizational skills
• Ability to come in and hit the ground running with very little guidance or management
• Must have discretion and tact necessary to handle sensitive and confidential situations and documents
• Attention to detail and ability to perform work with great accuracy
• Approachable, friendly and professional demeanor is required
• Enthusiasm for working in an organization where change is frequent, structure is evolving, and flexibility, teamwork and good humor are absolute necessities
• Ability to lift 50 lbs. by yourself and move heavy items with assistance of dollies
• Ability to utilize independent judgement, creativity and initiative to resolve current and future problems and ensure requirements are completed effectively and on time
• Ability to work independently
• Contribute to improving operations/processes, problem solving and addressing issues for improving work group effectiveness
• Ability to communicate effectively, both written and verbal, to managers, co-workers and vendors

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