Operations Assistant

Vintti is a staffing agency with a unique mission: to create win-win scenarios for both US businesses and Latin American professionals. We address the challenges faced by SMBs, startups, and firms in finding the right talent, as well as the aspirations of skilled Latin American workers seeking international opportunities. By bridging this gap, Vintti enables US companies to access a wealth of untapped talent, while providing Latin American professionals with pathways to expand their careers on a global scale. Our approach cultivates a symbiotic ecosystem that benefits all parties involved.

An Operations Assistant plays a crucial role in ensuring the smooth and efficient functioning of an organization's daily activities. They support the operations team by handling a variety of administrative and operational tasks, such as scheduling meetings, managing office supplies, maintaining records and databases, and coordinating communication across different departments. The role demands strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. An Operations Assistant is instrumental in streamlining processes, improving productivity, and contributing to the overall operational success of the company.

- High school diploma or equivalent; associate’s or bachelor’s degree preferred
- Proven experience as an operations assistant or in a similar administrative role
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong organizational and time-management skills
- Excellent verbal and written communication skills
- Ability to handle multiple tasks and prioritize work effectively
- Attention to detail and problem-solving skills
- Familiarity with office management procedures and basic accounting principles
- Ability to maintain confidentiality and handle sensitive information
- Experience with data entry and database management
- Knowledge of office equipment and troubleshooting
- Ability to work independently and as part of a team
- Strong interpersonal skills and customer service orientation
- Ability to quickly learn and use new software systems and applications
- Flexibility and adaptability in a fast-paced work environment
- Familiarity with travel arrangements and scheduling logistics
- Previous experience in project coordination and event planning
- Basic understanding of HR processes and onboarding procedures
- Excellent follow-up and organizational skills for managing appointments and deadlines

- Coordinate and schedule daily meetings, appointments, and travel arrangements for senior management.
- Assist with the preparation of reports, presentations, and correspondence.
- Maintain and update electronic and paper filing systems to ensure information is organized and easily accessible.
- Conduct data entry and ensure data integrity within various systems and databases.
- Monitor and manage office supplies, ordering new materials as needed.
- Handle incoming and outgoing communications, including emails and phone calls, ensuring timely responses.
- Provide administrative support during company events and meetings, including note-taking and follow-up on action items.
- Track and reconcile expense reports and maintain financial records for department expenditures.
- Coordinate with various departments to gather information and complete assigned tasks.
- Process invoices and purchase orders, ensuring accuracy and timely payments to vendors.
- Support the onboarding process for new hires by preparing documentation and coordinating orientation schedules.
- Address employee inquiries and assist with resolution of operational issues.
- Monitor compliance with company policies and procedures to ensure operational effectiveness.
- Assist with the creation and maintenance of standard operating procedures documents.
- Perform routine maintenance and troubleshooting of office equipment, coordinating repairs as needed.
- Manage internal databases and records, ensuring data is up-to-date and accurate.
- Support the planning and execution of company projects and initiatives, providing logistical and administrative assistance.
- Coordinate and oversee incoming and outgoing shipments, ensuring timely delivery.
- Assist in the development and implementation of process improvements aimed at increasing efficiency.
- Conduct market research and compile data to support operational decision-making.

The ideal candidate for the Operations Assistant role will be exceptionally organized with a high degree of accuracy and attention to detail. They hold at least a high school diploma, though a higher education degree is preferred, paired with proven experience in an administrative or operations assistant capacity. Proficient in the entire Microsoft Office Suite and adept at quickly learning new software, this individual is tech-savvy and resourceful. With outstanding time-management skills, they can juggle multiple tasks and prioritize effectively, demonstrating a proactive approach to problem-solving. Their excellent verbal and written communication skills, combined with strong interpersonal abilities, make them an effective team player and customer service-oriented professional. Discretion in handling sensitive information and a high level of professionalism are essential traits. This person thrives in a fast-paced environment, showing flexibility and adaptability, and consistently follows up on tasks to ensure deadlines are met. Furthermore, they have a knack for coordinating schedules and logistics, and their creative thinking contributes to process improvements. Reliability, a strong work ethic, and a diligent follow-through set them apart, making them a valuable asset to any operation.

- Coordinate and schedule daily meetings, appointments, and travel arrangements for senior management.
- Assist with the preparation of reports, presentations, and correspondence.
- Maintain and update electronic and paper filing systems to ensure information is organized and easily accessible.
- Conduct data entry and ensure data integrity within various systems and databases.
- Monitor and manage office supplies, ordering new materials as needed.
- Handle incoming and outgoing communications, including emails and phone calls, ensuring timely responses.
- Provide administrative support during company events and meetings, including note-taking and follow-up on action items.
- Track and reconcile expense reports and maintain financial records for department expenditures.
- Coordinate with various departments to gather information and complete assigned tasks.
- Process invoices and purchase orders, ensuring accuracy and timely payments to vendors.
- Support the onboarding process for new hires by preparing documentation and coordinating orientation schedules.
- Address employee inquiries and assist with resolution of operational issues.
- Monitor compliance with company policies and procedures to ensure operational effectiveness.
- Assist with the creation and maintenance of standard operating procedures documents.
- Perform routine maintenance and troubleshooting of office equipment, coordinating repairs as needed.
- Manage internal databases and records, ensuring data is up-to-date and accurate.
- Support the planning and execution of company projects and initiatives, providing logistical and administrative assistance.
- Coordinate and oversee incoming and outgoing shipments, ensuring timely delivery.
- Assist in the development and implementation of process improvements aimed at increasing efficiency.
- Conduct market research and compile data to support operational decision-making.

- Highly organized with excellent time-management skills
- Strong attention to detail and accuracy
- Proactive and self-motivated
- Excellent verbal and written communication skills
- Adaptable and flexible in a fast-paced environment
- Ability to prioritize and manage multiple tasks simultaneously
- Strong problem-solving skills
- High level of professionalism and discretion
- Team player with strong interpersonal skills
- Customer service oriented with a positive attitude
- Tech-savvy and quick to learn new software and systems
- Reliable and dependable with a strong work ethic
- Ability to work independently with minimal supervision
- Creative thinker with the ability to suggest process improvements
- Resourceful and able to troubleshoot various office issues
- Strong aptitude for coordinating schedules and logistics
- Capable of handling confidential information with integrity
- Diligent in following up on tasks and meeting deadlines
- Analytical skills for conducting market research and data compilation

- Competitive salary range: $40,000 - $55,000 annually
- Comprehensive health, dental, and vision insurance
- 401(k) retirement plan with company match
- Paid time off (PTO) and holidays
- Flexible work hours and remote work options
- Professional development opportunities and training programs
- Tuition reimbursement programs
- Employee wellness programs and gym membership discounts
- Company-sponsored social events and team-building activities
- Commuter benefits and transportation reimbursement
- Discounted rates on company products and services
- Life and disability insurance
- Opportunities for advancement and career growth within the company
- Supportive and inclusive work environment
- Access to employee assistance programs (EAPs) for personal and professional support