Operations Control Specialist

Key Responsibilities:

Client Logistics and Scheduling:

·       Arrangements and Bookings: Coordinate and manage all travel arrangements for EP Agents and the CEO, including flights, accommodations, and ground transportation.

·       Expense Tracking: Collect and organize receipts for all logistics-related expenses, ensuring accuracy in tracking and reporting.

·       Travel Records: Input and update travel assignments in other requested systems. Maintain up-to-date records of EP Agents’ travel schedules and availability.

·       Assignment Scheduling: Assign EP Agents to specific clients and assignments based on agent availability and client requirements. Ensure all assignments are accurately tracked on the operations calendar.

Operational Reporting and Systems Management:

·       Data Management: Maintain and update critical operational records in systems such as Outlook, Ops Excel, Asana, and Monday.com, ensuring accuracy in task status, client details, and operational requests.

·       Morning and Afternoon Updates: Perform daily updates on agent shifts, client itineraries, and new assignments or projects. Review and update whiteboards with real-time data and upcoming tasks.

·       After Action Reviews (AAR): Create, manage, and review Mission After Action Reviews (AARs) to resolve any issues identified during assignments and improve operational efficiency.

·       Operations Reporting: Assist in creating trip pre-planning and after-action reports, ensuring all necessary information is shared with the Director or CEO.

Vendor and Equipment Management:

·       Vendor Relations: Build and maintain relationships with third-party vendors, negotiating rates to ensure value for services and resolving any concerns or adjustments as needed.

·       Invoice Processing: Review and approve vendor invoices, ensuring accuracy and addressing any discrepancies before submission to the Finance Department.

·       Equipment Maintenance: Conduct regular audits of all operational equipment (field and office) using EZ Inventory. Ensure all equipment is functional, well-maintained, and replaced when necessary. Prepare equipment purchase plans based on budget reviews.

·       Uniform Management: Oversee the procurement, tracking, and distribution of company-provided uniforms to field agents. Provide detailed purchase reports to the Finance Department.

Files and Data Management:

·       Documentation: Organize, store, and maintain all client and operational information, ensuring all data is accurate and easily accessible for future reference.

·       Client Information: Keep detailed records of client movements, travel assignments, and mission documentation.

·       Advances Management: Ensure all advance documentation is complete and standardized. Update clients contact information with advance details for easy access by the team.

Additional Responsibilities:

·       Project Management: Manage various operational projects, such as client printing tasks and travel logistics.

·       Prepare and proofread reports and presentations, assisting with operational documents like threat assessments and planning.

Required Qualifications:

·       Strong administrative and organizational skills with excellent communication.

·       Flexibility to work varying hours, including weekends.

·       Detail-oriented with proactive problem-solving abilities.

·                 Proficiency in Outlook, Asana, Monday.com, and Excel. Preferred Qualifications:

·       Experience in logistics coordination and client-facing roles.

·       Familiarity with event planning logistics (hotels, flights, rentals).

·       Experience with vendor databases, negotiations, and QuickBooks Time for payroll management.

Pay Range: $30.00 – $40.00 per hour

Status: Full-Time (In office)

Benefits:

·       401(k) match up to 4%

·       Employer contribution towards dental, vision and health insurances

·       Paid time off

The Company is proud to be an Equal Opportunity Employer. We believe in people, and we are committed to working with people of all backgrounds and connecting them with clients and companies who share our goals of diversity and inclusiveness. All qualified applicants will receive consideration for employment without regard to race, religion, ancestry, color, national origin, age, gender identity or expression, genetic information, marital status, medical condition, disability, protected veteran status, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable federal, state, or local laws.