Senior Operations Assistant
Z's Associates, Inc

Job Info

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ZS is a professional services firm that works side by side with companies to help develop and deliver products that drive customer value and company results. From R&D to portfolio strategy, customer insights, marketing and sales strategy, operations and technology, we leverage our deep industry expertise and leading-edge analytics to create solutions that work in the real world. Our most valuable asset is our people-a fact that's reflected in our values-driven organization in which new perspectives are integral and new ideas are celebrated. ZSers are passionately committed to helping companies and their customers thrive in industries ranging from healthcare and life sciences, to high-tech, financial services, travel and transportation, and beyond.

ZS Corporate Support Teams operate the firm's core internal enterprise functions. Our global teams comprise team-oriented, pragmatic and results-driven people who thrive in a challenging work environment. Our people come from diverse backgrounds, but share a passion for quality customer service and dedication-whether our customer is a client or another ZS employee.

Operations Services provides support services to ZS professionals as they complete their work. The operations services team provides facilities coordination, office operations support, catering coordination, and inventory control.

SENIOR OPERATIONS ASSISTANT

Responsibilities:

Office Operations:

• New Joiner set-up: Assist with setting new joiner to include obtaining headshot photo and background information, ordering/activating office ID Badge, update of local office documents, adding to internal office employee databases and existing office meetings/events, etc.
• New Joiner arrival: Coordinate Day 1 for new joiners to include greeting upon arrival, providing office tour, and conducting office orientation session
• Procurement support: Office procurement and inventory control and reporting, processing of invoices, and researching inquiries
• Facilities support: Log building maintenance and ID card requests, liaison with building property management staff
• Workplace management system/reservation support
• Back-up support to office operations assistant to include mail distributions, supply management and restocking, meeting management, workspace reset, kitchen area management, etc.
• Back-up support to front desk reception to include answering phones; greeting clients, vendors, and visitors; handling incoming/outgoing mail and deliveries; maintaining visitor logs; monitoring room reservations; assist with workspace reservations

Meetings, events, and office initiatives:

• Collaborate with office committees/team in the planning of office events, meetings, initiatives and coordinate all logistics
• Supply and material coordination
• Basic meeting AV/IT support including Zoom and Teams
• Set-up/breakdown/clean-up activities for office events and meetings
• Maintain office calendar with logistics for all meetings and events

Other:

• Serve on fire/life safety floor team
• Handle special projects with demanding deadlines
• Address problems and troubleshoot with internal and external stakeholders

Hours are 8:30 am - 5:30 pm. This is an in office position.

Qualifications:

• High school diploma required. Post-secondary education or Associate or Bachelor degree preferred.
• 3+ years of relevant work experience as an operations/facilities coordinator, preferably in a professional services environment
• Fluent in MS Office (Excel, PowerPoint, and Outlook), BMS and IWMS experience, calendar management, email systems
• Strong oral and written communication skills
• Professional appearance and demeanor with ability to exercise good judgment and discretion
• Good time management skills, attention to detail, dependability, flexibility
• Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines
• Experience working both independently and with a team in a demanding environment
• Ability to lift 50 pounds
• Positive attitude and sense of humor

ZS is a global consulting firm. Fluency in English is required; additional fluency in at least one European or Asian language is desirable.

Candidates must possess work authorization for their intended country of employment. An on-line application is required to be considered.

ZS offers a competitive compensation package with salary and bonus incentives, complete medical/dental/life insurance programs and retirement savings benefits. We are an Equal Opportunity Employer.

ZS is committed to providing and maintaining a safe workplace. Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered. Proof of vaccination will be required. Religious/Medical Exemptions can be requested on a limited basis upon hire.

NO AGENCY CALLS, PLEASE.

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