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Operations Coordinator

General Summary

This individual is responsible for handling routine financial transactions, managing purchases and receiving, helping to schedule and plan events, and overall office administration. Candidate will be exposed to confidential files, so a professional demeanor is necessary.

Job Duties

Finance Support

• Maintain Accounting Inbox and mail; receive and enter vendor invoices into Quickbooks
• Receive and process customer payments into Quickbooks
• Send invoices and statements to clients as scheduled or as requested; follow up as needed
• Reconcile bank and credit card statements
• Make vendor payments via credit card or ACH; coordinate check payments within Finance
• Maintain company vehicle legal/insurance compliance, financial transactions
• Manage forms: 1099, W-9, Certificate of Insurance, Tax Exemptions
• Scan and process documents to shared secure folders; file documents for vendor transactions
• Assist with monthly and yearly scheduled financial tasks as needed

• Manage company-wide shipping and receiving
• Maintain and track stock levels and stock room; inventory stock quarterly
• Place purchase orders from Sales quotes
• Monitor delivery schedule for all open orders to ensure client and internal requirements are met
• Manage and confirm electronic license and warranty purchases (registration, portal access, etc.)
• Resolve discrepancies between POs, receipts, and invoices
• Process and track vendor RMAs
• Order and maintain technician kits for service department

Office Administration

• Maintain levels of supplies and kitchen goods as needed; order and pickup from vendors
• Maintain organization of kitchen and supply areas
• Manage relationship with office vendors and oversee general maintenance
• Coordinate monthly staff meeting lunches
• Assist with general office requests and follow-through
• Open mail and distribute as needed
• Work with marketing staff to plan, organize, and purchase for key company events as needed
• Responsible for maintenance and upkeep of company vehicle and processes
• Assist other departments with special projects as schedule allows

HR Support

• Track employee milestones and schedule events coordinated with anniversaries, birthdays, and other significant events
• New employee onboarding – order furniture, shirts, gifts, nametags, and supplies as needed
• Assist with monthly scheduled tasks as needed by the Finance and HR Manager

Company Culture

Support the Vision and Mission of Infinity by adhering to our Core Values:

• Do the Right Thing. Always.
  • Demonstrate honesty, integrity, and professionalism in all aspects of the position.
• Continually Improve
  • Successfully complete training goals as assigned.
  • Continually document processes and keep them current.
• Provide Fanatical Customer Service
  • Gain well-rounded knowledge of company processes and how they relate to employees, customers, and vendors
  • Communicate with staff and vendors, making sure their needs are met quickly.

• Accurate and efficient data entry skills
• Positive experience working in a professional office environment
• Strong verbal and written communications skills
• Ability to multi-task, adapt to change quickly, and respond with a high sense of urgency
• Technical aptitude and solid familiarity with computer systems
• Exposure to HR structure, with ability to maintain confidentiality
• Strong knowledge of Microsoft Outlook, Word, and Excel
• Familiarity with bookkeeping and basic accounting procedures
• Understanding of general database structure and ticketing systems
• Strong organizational skills and attention to detail
• Experience with Quickbooks preferred

• 1+ year of accounting experience
• Associates degree in relevant field or equivalent work experience
• Experience in corporate purchasing environment is helpful

This is a salaried, full-time position paying $16/hr with opportunity for growth.

Sales Administrator

General Summary

This individual is responsible for all hardware and software quotations and purchasing activities for the company.

Job Duties

Sales Support

• Create, update, and keep current all Sales Board tickets
• Process warranty registrations
• Manage electronic license purchases (registration, portal access, etc.)
• Manage vendor renewals: track expiration dates, sell renewals or upgrades to customers, and process renewal orders
  • Domain renewals, SSL renewals, hardware warranty/service expirations (servers, firewalls, workstations, etc.), licensing renewals (Microsoft, VMWare, etc.)
  • Provide quotes to customers with enough lead time, including options to upgrade/replace
  • Process renewals (register with vendor/create ticket for service department, etc.)

• Negotiate prices, terms, and conditions with existing accounts and new vendors with the objectives to minimize cost and maintain highest quality
• Obtain and compare quotes from different vendors to select the ones that provide the best value (quality and price) to the company
• Review, comprehend, and utilize vendor pricing promotions and discount programs
• Maintain QuoteWerks pricing databases
• Place purchase orders and monitor delivery schedule for all open orders to ensure client and internal requirements are met
• Evaluate vendor reliability and performance, including on-time delivery performance, receiving problems, and rejected materials
• Investigate and resolve client problems with deliveries
• Resolve discrepancies between POs, receipts and invoices
• Maintain vendor information in company databases
• Process and track RMAs

Office Support

• Manage shipping and receiving functions
• Track stock levels
• File documents

Communication

• Maintain contact with clients and outside vendors
• Communicate product updates at company meetings

Company Culture

• Support the Vision and Mission of Infinity by adhering to our Core Values
• Do the Right Thing. Always.
  • Demonstrate honesty, integrity, and professionalism in all aspects of the position
• Continually Improve
  • Successful completion of certification and training goals as assigned
  • Seek out and develop new techniques and methodologies to improve efficiency of position
  • Look for ways to improve accuracy of orders, both in quoting and in ordering
  • Work with vendors to ensure best relationship we can obtain.
• Provide Fanatical Customer Service
  • Develop in-depth knowledge of the service catalog and how it relates to customer’s needs
  • Communicate with customers, keeping them aware of progress of orders as necessary
  • Work with customers to ensure we are providing the best products for their needs, within boundaries of scoping and sales process

• Excellent written and verbal communication skills
• Ability to multi-task, adapt to changes quickly, and respond with a high sense of urgency
• Technical awareness: ability to match resources to technical issues appropriately
• Self-motivated with the ability to work in a fast-moving environment
• Proficient in ConnectWise and QuoteWerks

• 1-3 years of experience as a buyer in a high-tech environment
• BS degree in business or engineering preferred
• Experience reviewing contracts and negotiating with suppliers is a plus