Operations Support Specialist

At Vintti, we understand the importance of real-time collaboration in today's fast-paced business environment. Our staffing solutions focus on connecting US companies with Latin American talent operating in compatible time zones. This strategic approach ensures that businesses can engage with their team members during regular office hours, facilitating immediate communication, swift problem-solving, and seamless project coordination.

An Operations Support Specialist plays a crucial role in ensuring the smooth and efficient functioning of an organization's daily operations. This professional is responsible for providing administrative and logistical support, troubleshooting issues, and streamlining processes to enhance productivity. They collaborate closely with various departments to facilitate communication, manage resources, and implement procedures that optimize operational workflows. By maintaining meticulous records, analyzing data, and ensuring compliance with company policies and standards, Operations Support Specialists help drive continuous improvement and organizational success.

- Bachelor's degree in Business Administration, Operations Management, or a related field
- Proven experience in an operations support or similar role
- Strong understanding of operational procedures and policies
- Proficiency in Microsoft Office Suite (especially Excel and Word)
- Excellent organizational and time-management skills
- Strong analytical and problem-solving abilities
- Exceptional verbal and written communication skills
- Ability to handle multiple tasks and projects simultaneously
- Experience with database management and data entry
- High attention to detail and accuracy
- Strong interpersonal skills and ability to work collaboratively in a team environment
- Ability to maintain confidentiality and handle sensitive information
- Familiarity with project management tools and software
- Flexibility and adaptability in a fast-paced work environment
- Knowledge of compliance and regulatory requirements
- Prior experience with scheduling and coordinating logistics
- Ability to provide excellent customer service
- Experience with financial tracking and budgeting activities
- Basic understanding of payroll processing and time tracking
- Ability to train and support new and existing staff
- Experience in conducting routine audits and quality checks
- Strong negotiation and decision-making skills
- Capability to learn and use new software and technology quickly

- Answer and direct incoming calls and emails from clients and internal staff
- Monitor and manage daily operational workflows and processes
- Prepare and process daily, weekly, and monthly reports
- Coordinate and schedule meetings, appointments, and travel arrangements
- Maintain and update supply inventory and order supplies as needed
- Troubleshoot and resolve operational issues in a timely manner
- Assist in the development and implementation of operational policies and procedures
- Collaborate with various departments to streamline operations and improve efficiency
- Ensure compliance with company policies and regulatory requirements
- Manage data entry and maintain accurate records within the company database
- Provide administrative support to the operations team and other departments as required
- Conduct routine audits and quality checks to ensure data accuracy and process adherence
- Assist with budgeting and financial tracking activities
- Support project management tasks including planning, execution, and follow-up
- Handle confidential and sensitive information with discretion
- Respond to customer inquiries and escalations in a professional and timely manner
- Coordinate logistics for company events and training sessions
- Provide training and support to new and existing staff on operational procedures
- Assist with payroll processing and employee time tracking
- Implement and monitor improvements in operational processes and systems

The ideal candidate for the Operations Support Specialist role will possess a Bachelor's degree in Business Administration, Operations Management, or a related field, complemented by proven experience in an operations support or similar capacity. They should have a robust understanding of operational procedures and policies, along with exceptional proficiency in Microsoft Office Suite, particularly Excel and Word. This candidate will stand out due to their excellent organizational and time-management skills, strong analytical and problem-solving abilities, and exceptional verbal and written communication skills. The ability to handle multiple tasks and projects simultaneously, high attention to detail and accuracy, and strong interpersonal skills to work collaboratively in a team environment are essential. The ideal individual will also have experience with database management and data entry, and the capability to maintain confidentiality while handling sensitive information. Familiarity with project management tools and software, experience in scheduling and coordinating logistics, and a solid understanding of compliance and regulatory requirements are crucial. They should demonstrate a customer-focused mindset, provide excellent customer service, and possess a proactive problem-solving approach. High levels of reliability, dependability, and integrity, along with the ability to manage flexible and adaptable work effectively in a fast-paced environment, are crucial personal attributes. Furthermore, they should be tech-savvy, quick to learn new technologies, and have strong decision-making and negotiation skills. The ability to train and support new and existing staff, conduct routine audits, and implement improvements in operational processes and systems will set this candidate apart. Resilience under pressure, a positive and collaborative attitude, and high standards for accuracy and quality are the final touches that make this individual the perfect fit for the role.

- Answer and direct incoming calls and emails from clients and internal staff
- Monitor and manage daily operational workflows and processes
- Prepare and process daily, weekly, and monthly reports
- Coordinate and schedule meetings, appointments, and travel arrangements
- Maintain and update supply inventory and order supplies as needed
- Troubleshoot and resolve operational issues in a timely manner
- Assist in the development and implementation of operational policies and procedures
- Collaborate with various departments to streamline operations and improve efficiency
- Ensure compliance with company policies and regulatory requirements
- Manage data entry and maintain accurate records within the company database
- Provide administrative support to the operations team and other departments as required
- Conduct routine audits and quality checks to ensure data accuracy and process adherence
- Assist with budgeting and financial tracking activities
- Support project management tasks including planning, execution, and follow-up
- Handle confidential and sensitive information with discretion
- Respond to customer inquiries and escalations in a professional and timely manner
- Coordinate logistics for company events and training sessions
- Provide training and support to new and existing staff on operational procedures
- Assist with payroll processing and employee time tracking
- Implement and monitor improvements in operational processes and systems

- Highly organized and detail-oriented
- Strong multitasking abilities
- Excellent communication and interpersonal skills
- Proactive problem solver
- Adaptable and flexible
- Self-motivated and driven
- Strong team player
- Reliable and dependable
- High level of integrity and professionalism
- Customer-focused mindset
- Ability to maintain confidentiality
- Strong analytical and critical thinking skills
- Tech-savvy and quick to learn new technologies
- Efficient time management skills
- Strong decision-making capabilities
- Resilient and able to handle pressure
- Positive and collaborative attitude
- High standards for accuracy and quality

- Competitive salary range: $50,000 - $70,000 per year
- Comprehensive health benefits, including medical, dental, and vision insurance
- Flexible working hours and remote work options
- Generous paid time off (PTO) and holiday schedule
- 401(k) retirement plan with company match
- Professional development opportunities and tuition reimbursement
- Employee wellness programs and resources
- Company-sponsored training and certification programs
- Performance-based bonuses and incentives
- Access to employee assistance programs (EAP)
- Life and disability insurance coverage
- Health savings account (HSA) and flexible spending account (FSA) options
- Collaborative and inclusive work environment
- Opportunities for career advancement and growth
- Regular team-building activities and company events
- Discounted fitness center memberships
- On-site amenities such as a cafeteria and fitness center (if applicable)
- Relocation assistance (if applicable)
- Employee recognition and reward programs
- Commuter benefits and transportation reimbursement