Operations Coordinator, E&I Business Unit

Description

The Operations Coordinator will provide a broad range of process and project support, internal and external communications support, and meeting support for the Electrical & Industrial Business Unit. They will also act as the liaison to Members and Supplier Partners and support the divisions within the Business Unit as needed.

Primary Responsibilities:

1. Support E&I business unit operations, including the following:

a. Correspondence (email, verbal and written) as required for the continued smooth operation of the Division.

b. Maintenance of Member and Supplier Partner electronic and paper files.

c. Assist Members and Supplier Partners with making updates to their company profiles on AD’s private website.

d. Maintenance of Board and Committee rosters and updating internal lists. 

2. Serve as the Division’s “go-to” person and liaison for internal and external customers, and AD Corporate staff resources.

a. Assist with questions from AD Staff on procedure for new Members and Supplier Partners. 

b. Provide guidance on documentation completion and requirements.

3. Ensure timely and accurate completion of requirements for Division-specific Board and Committee meetings including:

a. Coordination and tracking of input and requirements for Meeting Books and handouts.

b. Assist in the compilation of Meeting Books using Microsoft Office Suite and Adobe Acrobat. Be able to proof-read documents with tremendous attention to detail. 

4. Track the process and control the creation, maintenance, tracking and coordination of all contracts and agreements within the division. 

5. Handle the administrative process and communication for prospecting/admitting new Members/Supplier Partners including:

a. Prepare and distribute New Member/Supplier Agreements, Membership Kits and Welcome Kits.

b. Setup Member/Supplier on AD’s private website. 

c. Announce internally and externally new Members/Supplier Partners.

d. Own the division’s on-boarding process, including the coordination with other departments for scheduling. 

6. Coordinate support material for bi-annual external meetings (i.e., Spring Network and North American meetings), as needed. 

7. Assist with divisional data and analytical requests in preparation for individual Member and Supplier meetings. 

8. Identify and implement process improvements, presentation/documentation consistency, and best practice sharing within the Business Unit.

9. Handle all other tasks and projects as assigned.

Requirements

1. Detail oriented with an ability to work accurately and manage through cross-functional processes
2. Excellent organizational and follow-up skills
3. Strong oral, written and interpersonal communication skills
4. Flexible, willing to pivot from project to project and assist wherever needed
5. Ability to effectively work under tight deadlines and manage projects independently
6. Excellent customer service abilities
7. Quick learner with the ability to work in a fast-paced environment
8. Ability to multi-task successfully and manage multiple priorities
9. Resourceful and proactive problem solver
10. Ability to deliver results through teamwork 

Qualifications:

1. Proficiency in Microsoft® Windows 10 and Office 365, including Outlook, Excel, Word and PowerPoint
2. Associate or bachelor’s degree is preferred, but not required
3. 1-3 years of experience supporting business operations 
4. 1-3 years of experience supporting multiple executives, simultaneously preferred

Additional Comments:

1. Travel: Annually up to 10 days for Division meetings
2. Hours: 8:00 a.m. – 5:00 p.m.; some overtime may be required
3. Position is based in Wayne, PA where we have a hybrid work schedule with 3 days in the office (Tuesdays-Thursdays in office & Mondays and Fridays remote)