Company: Global Spectrum

Venue:  MassMutual Center (Springfield, MA)

Department:  Operations

Reports to:  Director of Operations, Operations Manager, Chief Engineer

Supervises: None

Status: Full-Time

SUMMARY:
To coordinate process and procure equipment, tools, supplies for initial startup and day-to-day functions for the
Operations Department, including but not limited to all aspects of administrative support.

ESSENTIAL DUTIES (Including, but not limited to…):
• Helps Maintain MCCA database (MicroMain) for MassMutual Center (MMC) for all PMs, CMs and projects as outlined by MMC for work orders and monthly report.
• Provide support to all operations departments, i.e., Administration, IT, Set-up/Housekeeping and Engineering depts.
• Multiple monthly reports, i.e., event labor for temporary labor and employees, summer projects report, FF&E updates/status, Inventory of all uniforms, etc.
• Coordinate and distribute interoffice mail and company incoming/outgoing mail for operations department. 
• Department meeting minutes.
• Assists with FF&E procurement.
• Assists with Purchase orders.
• Order and maintain office supplies for Operations, i.e., papers and toners.
• Coordinate job fairs, job ads for employment via Global Spectrums policies.  Also, receive, print and distribute resumes and send letters.
• Coordinate and procure all uniforms and premium items for Operations departments.
• Work with vendors and suppliers to save money on various frequently used items, i.e., office supplies, shipping companies, chemicals, etc.
• Maintains the weekly schedule in the time clock system for all operations employees and assists with time and attendance records.
• Work with vendors and suppliers to establish credit for goods/supplies.
• Receive deliveries of all equipment, tools, and supplies from FF&E requests and Purchase Orders.
• Coordinate multiple projects as assigned by Director of Operations and Operations Manager.
• Maintain FF&E files, vendor files, employee expense reports, Purchase Orders, events, supplier catalogs, etc.
• Process expense reports, invoices, etc. for payment.
• Maintain operations departments filing system.
• Generate multiple correspondences, i.e., e-mail, fax, letters and memos.
• Process paperwork for HR for required background checks for new employees.
• Update and maintain employee phone and address list for full and part time employees
• Other duties as assigned

PREFERRED QUALIFICATIONS:
• High School education or equivalent.
• Minimum 5 years as an office administrative assistant.
• Effective communication, both orally and written.
• Ability to multi-task in a fast-paced environment.
• Ability to support staff of 40+ employees.
• Computer literate with heavy experience in Word, Excel, Outlook, Internet, etc.
• Database experience and knowledge.
• Must be organized and able to follow through with direction from the Director of Operations and Operations Manager and Chief Engineer as needed.
• Working knolwedge of office machinery, i.e., copier, faxes, printers, switchboard, radios, postage machine, laminator, etc.
• A bi-lingual Spanish applicant is a desired but not required

EOE, DFWP
 

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