Employer: American K-9 Detection Services, LLC
Location: New Smyrna Beach, Florida, United States
Summary:
The Operations Specialist is responsible for the organization and coordination of office operations, procedures and resources. The position is also responsible for general office management and administrative functions such as submission of ads, drafts of Constant Contact e-blasts, maintaining advertising files for vendors, products and conferences. Additionally, this position is responsible for ensuring accounting data integrity and accuracy by monitoring compliance with internal control
policies; also monitors accounts payable and accounts receivable, ensures reconciliations in a timely manner, and assists in the preparation of financial reports for the corporate office.
Essential Duties and Responsibilites:
The essential duties and responsibilities of the Operations Specialist include, but are not limited to:
Track canine inventory: canine sales and arrivals
Track sales, proposals and invoices; follow-up on outstanding invoices
Manage client, vendor and student records
Manage canine medical records and x-ray files
Assist in the coordination of training class schedules
Plan and oversee registration of all training classes upon start day
Maintain training manuals and certification certificates
Respond effectively to general canine and training class inquiries
Provide customer service to all students and clients visiting the SCK9 training facility
Coordinate domestic and international shipping of canines, kennel crates, trainers, etc.
Schedule veterinarian appointments
Maintain financial records, develops reports and provides financial reporting via QuickBooks as required
Manages local HR/employment coordination efforts with new employee onboarding, payroll submissions, etc.
Manage office supplies inventory; anticipate needed supplies; place and expedite orders as needed
Manage inventory of pet food and various canine supplies
Acts as event planning coordinator across all divisions and prepares marketing team for tradeshows, coordinating space assignments and appropriate delivery of promotional materials
Coordinate direct mail projects, e-blasts, etc. to support marketing efforts
Other duties as assigned
Competencies
The required competencies of the Operations Specialist include, but are not limited to:
Analytical – Synthesizes complex or diverse information; Collects and researches data.
Design – Demonstrates attention to detail.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality.
Oral Communication – Listens and gets clarification; Responds well to questions.
Written Communication – Writes clearly and informatively; edits work for spelling and grammar; Varies writing style to meet needs; Able to read and interpret written information.
Teamwork – Balances team and individual responsibilities; Contributes to building a positive team spirit.
Professionalism – Accepts responsibility for own actions; Follows through on commitments.
Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
Attendance/Punctuality – Is consistently at work and on time.
Dependability – Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals.
Initiative – Takes independent actions and calculated risks; Asks for and offers help when needed.
Qualifications and Experience:
Bachelor’s Degree in Business or related field preferred; or equivalent combination of experience and/or education;
3 to 5 years of relevant experience is preferred.
Proficient in Microsoft Word, Excel, PowerPoint, PMIS and Visio
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Apply
Location: New Smyrna Beach, Florida, United States
Summary:
The Operations Specialist is responsible for the organization and coordination of office operations, procedures and resources. The position is also responsible for general office management and administrative functions such as submission of ads, drafts of Constant Contact e-blasts, maintaining advertising files for vendors, products and conferences. Additionally, this position is responsible for ensuring accounting data integrity and accuracy by monitoring compliance with internal control
policies; also monitors accounts payable and accounts receivable, ensures reconciliations in a timely manner, and assists in the preparation of financial reports for the corporate office.
Essential Duties and Responsibilites:
The essential duties and responsibilities of the Operations Specialist include, but are not limited to:
Track canine inventory: canine sales and arrivals
Track sales, proposals and invoices; follow-up on outstanding invoices
Manage client, vendor and student records
Manage canine medical records and x-ray files
Assist in the coordination of training class schedules
Plan and oversee registration of all training classes upon start day
Maintain training manuals and certification certificates
Respond effectively to general canine and training class inquiries
Provide customer service to all students and clients visiting the SCK9 training facility
Coordinate domestic and international shipping of canines, kennel crates, trainers, etc.
Schedule veterinarian appointments
Maintain financial records, develops reports and provides financial reporting via QuickBooks as required
Manages local HR/employment coordination efforts with new employee onboarding, payroll submissions, etc.
Manage office supplies inventory; anticipate needed supplies; place and expedite orders as needed
Manage inventory of pet food and various canine supplies
Acts as event planning coordinator across all divisions and prepares marketing team for tradeshows, coordinating space assignments and appropriate delivery of promotional materials
Coordinate direct mail projects, e-blasts, etc. to support marketing efforts
Other duties as assigned
Competencies
The required competencies of the Operations Specialist include, but are not limited to:
Analytical – Synthesizes complex or diverse information; Collects and researches data.
Design – Demonstrates attention to detail.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality.
Oral Communication – Listens and gets clarification; Responds well to questions.
Written Communication – Writes clearly and informatively; edits work for spelling and grammar; Varies writing style to meet needs; Able to read and interpret written information.
Teamwork – Balances team and individual responsibilities; Contributes to building a positive team spirit.
Professionalism – Accepts responsibility for own actions; Follows through on commitments.
Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
Attendance/Punctuality – Is consistently at work and on time.
Dependability – Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals.
Initiative – Takes independent actions and calculated risks; Asks for and offers help when needed.
Qualifications and Experience:
Bachelor’s Degree in Business or related field preferred; or equivalent combination of experience and/or education;
3 to 5 years of relevant experience is preferred.
Proficient in Microsoft Word, Excel, PowerPoint, PMIS and Visio
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Apply