Operations Administrator

Job SummaryThe Operations Administrator supports daily operational activities by coordinating purchasing, inventory, facility maintenance, and administrative functions. This role ensures efficient workflow, timely procurement of materials, and smooth coordination with internal teams and external vendors.Key ResponsibilitiesPurchasing & ProcurementProcure technical, office, warehouse, packing, and paint supplies as neededCreate and manage purchase orders in accordance with company proceduresTrack orders and ensure timely delivery of materialsProvide team members with order updates and estimated delivery timelines (ETAs)Outside Repairs CoordinationGenerate purchase orders for external repair servicesCoordinate shipment of parts to vendors for repair or refurbishmentTrack repair status and ensure timely return of serviced itemsFacility & Maintenance CoordinationReport, track, and manage building maintenance issuesCoordinate with service providers including HVAC technicians, plumbers, and other vendorsAct as a liaison between the company and facility service providersInventory SupportGenerate purchase orders for service tool calibrations and suppliesAssist with inventory audits, tracking, and adjustmentsAdministrative DutiesEnter daily magnet cryogenic readings into NIS SharePointCreate and maintain logbooks for new magnet cryogenic readings during cold storage intakeManage the building alarm code system, including assigning codes and serving as the primary point of contactManage and distribute building keys to employees as neededSchedule meetings as needed and maintain meeting calendarReceive, sort, and distribute incoming mailRecord minutes for technical meetings and send follow-up emails with recording detailsServe as the primary point of contact for the cleaning crew and coordinate facility needsCoordinate catering, including ordering lunches for team events and training sessionsQualificationsHigh school diploma or equivalent required; associate or bachelor's degree preferredPrevious administrative or operations experience preferredStrong organizational and multitasking skillsExcellent communication and coordination abilitiesProficiency in Microsoft Office and SharePoint (or similar systems)Ability to manage multiple priorities in a fast-paced environmentPreferred SkillsExperience with purchase order systems and vendor coordinationBasic knowledge of inventory management practicesAttention to detail and strong problem-solving skills