Remote Administrative & Operations Specialist

Role Snapshot:

• Location: Remote
• Company: Workwarp
• Position: Remote Administrative & Operations Specialist
• Compensation: Competitive Salary
• Start Date: Immediate openings available

We are seeking a highly organized and proactive Remote Administrative & Operations Specialist to provide comprehensive support to our team. In this role, you will be the central point of contact, ensuring smooth office operations and efficient support for various departments. You will combine administrative expertise with operational oversight to contribute to the success of Workwarp.

Responsibilities

• Reception & Communication: Serve as the primary point of contact, professionally greeting guests, managing the reception area, and handling incoming calls, emails, and customer inquiries. Efficiently route communications to the appropriate departments (HR, Payroll, Accounting, Marketing, IT, Executive).
• Travel Coordination: Coordinate travel arrangements, including booking flights, hotels, and managing related documentation for technicians.
• Data Management & Reporting: Maintain and update files, internal records, spreadsheets, reports, and correspondence. Accurately enter data into the Solomon database, process sales inquiry logs and work orders.
• Mail & Shipping: Coordinate the distribution of incoming and outgoing mail, and manage shipping requirements for the depot.
• Billing & Invoicing: Process weekly billing invoices and remit payments to customers according to established instructions.
• Expense Reporting & Time Management: Process expense reports, maintain internal logs for paid time off (vacation/sick), and collect daily time reports from service engineers. Prepare bi-weekly timesheets for supervisor approval and submission to Payroll.
• Inventory & Supply Management: Receive and fulfill orders, issue equipment, parts, and supplies. Assign service kits to technicians, track inventory usage, and maintain related records. Contact OEM and distributors to obtain pricing and availability of equipment parts and materials. Verify goods received against purchase orders and requisitions.
• General Support: Perform other duties as assigned to support the overall efficiency of the organization.

Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• 2+ years of experience in office administration.
• Proven ability to multitask and thrive under pressure.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Professional appearance, punctuality, and discretion.
• Excellent phone etiquette, verbal, and written communication skills.
• Exceptional organizational skills and a strong commitment to meeting deadlines.
• Valid driver's license and reliable transportation.

Benefits

• 401(k) with company matching
• Dental Insurance
• Employee Assistance Program
• Flexible work schedule
• Health Insurance
• Health Savings Account
• Life Insurance
• Paid Time Off
• Tuition Reimbursement
• Vision Insurance

Your Future Starts Here! Don't miss this opportunity to join our dynamic team. We are excited to hear from you. Apply Now