Office Associate

Basic Functions and Responsibilities

1. Assist the operations manager in daily management.
2. Organize office and assist in ways that optimize procedures.
3. Perform administrative functions, including preparing and typing letters and other correspondence, maintaining files and records, and ensuring accuracy and validity of information.
4. Provide real-time scheduling support by booking appointments and preventing conflicts.
5. Keep an inventory of office supplies and order new ones as necessary.
6. Coordinate daily customer service operations such as sales processes, orders, and payments.
7. Track the progress of weekly, monthly, quarterly, and annual objectives.
8. Track daily operations and report or resolve issues.
9. Provide administrative support to other departments or projects as needed.
10. Perform bookkeeping tasks such as invoicing, monitoring accounts receivables, and budget tracking.
11. Maintain general office files, including job files, vendor files, and other files related to the company’s operations, ensuring they remain updated.
12. Schedule meetings and plan various department activities and calendars.
13. Plan, coordinate, and ensure the operation’s schedule is followed and respected.
14. Ensure smooth communication between the business office and internal departments.
15. Ensure timely input and support from functional groups, including Operations, Marketing, and Retail.
16. Develop and maintain work plans and schedules appropriate for the scope and complexity of departmental projects. Provide breakdowns of projects into milestones, deliverables, and activities.
17. Support archiving project files and ensure compliance with naming conventions and folder structures.
18. Track, follow up, and archive responses in accordance with departmental guidelines.
19. Effectively collaborate with several areas outside of Operations to resolve customer inquiries, ensure proper processing of payments, coordinate contract approvals, track system approvals, invoices, and monthly accruals, and other items to ensure proper resolution within Backyard policy. This requires effective interaction with Finance, Business Development, and/or Marketing, Retail stores.
20. Resolve office-related malfunctions and respond to requests or issues.
21. Maintain trusting relationships with suppliers, customers, and colleagues.
22. Perform receptionist duties when needed.
23. Perform other relevant duties as needed or assigned by the immediate superior.