Position Summary
The Operations Assistant at PBO Advisory Group is a central entry-level administrative support figure in providing the smooth and efficient administrative operations of the office and supporting the internal team. This role provides administrative support through coordination and assistance with office functions, sales and client engagement administrative functions, HR support, and special projects. Helps plan company events, manage facilities, office space, equipment setups, and various projects. Manages office inventory, orders supplies, and processes mail. Handles daily problems and escalates to Operations Manager for solutions as needed.
Areas of Accountability
- Administrative Support (60%)
- Office Management Support (15%)
- CRM & Data Entry Management (20%)
- Event Coordination (5%)
Key Responsibilities
Administrative Support
- Provide direct support to the leadership team, including scheduling, travel booking, and correspondence.
- Maintain and update filing systems, contact databases, and employee directories.
- Handle incoming mail and packages, notifying staff of deliveries.
- Assist with onboarding and offboarding processes, including system updates and scheduling kickoff calls.
- Administrative support throughout the client engagement lifecycle, including updating systems and administrative process for onboarding/offboarding clients.
- Provide HR administrative level support, including through the candidate process, onboarding/offboarding new employees, and employee hours review.
- Provide administrative level support to sales and marketing functions, as needed.
- Provide administrative support on special projects as requested by the leadership team.
- Collaborate cross-functionally with departments such as HR, BD, and Finance for administrative functions that overlap.
Office Management Support
- Maintain the appearance and functionality of common areas and office equipment.
- Manage office supply inventory and vendor relationships.
- Coordinate space planning, workstation changes, and infrastructure needs.
- Act as liaison with property management for facility-related matters.
- Oversee asset tracking using asset software.
- Troubleshoot and support office equipment issues (e.g., standing desks).
CRM & Data Entry Management
- Provide general administrative support to assist with CRM management to ensure data accuracy.
- Responsible for performing company database or system administration tasks, including data input, reporting, user support, and upgrades.
- Assist in the basic automations and workflows within the CRM.
- Maintain contact lists, including scanning and coding business cards into the CRM using a standardized classification system.
- Support lead tracking and referral documentation processes.
- Flag leadership team on administrative issues within the CRM.
- Provide the leadership team with CRM reports, as needed.
Event Coordination
- Organize internal and client-facing events to ensure events run smoothly from start to finish, including managing logistics, collecting necessary administrative forms, food planning, vendor coordination, and event follow-up.
- Serve as the central point of contact to communicate with appropriate internal and external stakeholders regarding events.
