Executive Assistant / Operations Coordinator

We are looking for a highly organized, resourceful, and dependable Executive Assistant / Operations Coordinator to work closely with ownership and help manage the day-to-day needs of multiple businesses and locations mostly from our corporate office in New Hartford..

This is not a traditional desk-only Executive Assistant position. The person we hire will be involved in purchasing, inventory, logistics, real estate, vendor coordination, cost research, office support, and occasional errands. The right candidate will be someone who enjoys variety, figures things out, follows through, and takes ownership of getting things done.

Our goal is to find someone we can trust with increasingly important responsibilities and who can take many recurring operational tasks off ownership’s plate.

Responsibilities

Below is a sampling of some responsibilities:

• Place weekly inventory and orders with multiple vendors for store locations.
• Enter incoming inventory accurately into our POS system.
• Create new SKUs in our inventory/POS systems.
• Create and print price tags when needed
• Add new products and update product information on our website.
• Create, update, and post listings for commercial and residential real estate.
• Track trucking mileage and maintain accurate records.
• Help maintain DOT-related records, paperwork, deadlines, and compliance requirements.
• Coordinate furniture and merchandise pickups.
• Schedule and coordinate truck maintenance and repair appointments.
• Communicate with vendors, service providers, contractors, and other outside parties.
• Research and compare pricing to make sure we are getting competitive rates.
• Obtain and compare pricing for building materials, insurance, services, supplies, and other business expenses.
• Assist the Office Manager with administrative and operational tasks as needed.
• Make bank deposits and handle occasional business errands.
• Follow up with vendors, contractors, and employees to make sure outstanding items are completed.
• Help ownership stay on top of deadlines, recurring responsibilities, and miscellaneous projects.
• Take on additional administrative and operational responsibilities as the position develops.

What We’re Looking For

The ideal candidate is someone who is:

• Extremely organized and able to keep track of many moving pieces at once.
• Self-motivated and doesn’t need to be reminded repeatedly to complete a task.
• Resourceful and willing to research an issue and find a solution.
• Comfortable making phone calls, getting quotes, negotiating pricing, and following up with vendors.
• Detail-oriented, especially when working with inventory, pricing, mileage, invoices, and records.
• Comfortable learning different computer programs and business systems.
• Able to compare options and use good judgment rather than automatically choosing the first or easiest solution.
• Comfortable switching between computer/office work and occasional errands or hands-on tasks.
• Dependable, trustworthy, and able to handle confidential business information.
• A strong communicator who keeps ownership informed without requiring constant supervision.
• Willing to jump in and help wherever needed.

Experience

Previous experience in executive assistance, office administration, purchasing, operations, inventory management, bookkeeping, property management, retail operations, or a similar position is helpful.

However, we are more interested in finding the right person than someone with a specific job title on their résumé.

If you’re the type of person who sees something that needs to be done, figures out how to do it, and follows it through to completion, you may be a great fit for this position.

What Success Looks Like

A successful person in this role will gradually become someone ownership can hand a responsibility to and know that it will be handled.

We want someone who doesn’t simply complete assigned tasks, but who learns our businesses, anticipates recurring needs, keeps good records, identifies opportunities to save money or improve processes, and helps prevent things from falling through the cracks.

This position has the potential to grow significantly for the right person.

Position Details

Job Type: Full-time

Schedule: Monday - Friday Days

Location: New Hartford

Pay: Starting at $20/Hour

Benefits: Paid vacation, Employee discounts

A valid driver’s license and reliable transportation are re…