Career Opportunities

OPERATIONS ASSISTANT

Job No: 200772

Posted: 8/1/2007

Location: Anchorage, Alaska

Close Date: Until Filled

Position Overview:

The Operations Assistant (OA), under the supervision of the Operations Manager, will independently and collaboratively provide a full range of administrative, operational, and technical support for Olgoonik Management Services (OMS) projects to help ensure excellent customer service. Additonally the OA will work closely with Olgoonik Development (OD) and subsidiary personnel to communicate a professional business environment to customers and other stakeholders.

Primary Responsibilities:

• General
  • Responsible for providing or coordinating full administrative support to OMS Senior Managers
  • Exercises high level of independent judgment and discretion in performing assigned tasks
  • Interfaces with the Olgoonik Development Shared Services (OD SS) on a daily basis
    
• Administration
  • Functions as the OMS Office Manager in coordinating through OD SS for facilities support and services
  • Assists in making complex domestic and international travel arrangements for Senior Management
  • Handle routine calls to/from customers, business partners and employees and direct to responsible party
  • Coordinates meetings and presentations including materials, facilities and other support both on and off site
  • Compose routine and non-routine business documents including, but not limited to, external correspondence, and desk procedures
  • In the absence of the CEO and Operations Mangaer, ensures that requests for action or information are relayed to the appropriate staff member
  • Performs administrative support functions such as filing, typing, scheduling meetings, and other general clerical functions
    
• Human Resources Management
• Coordinates personnel actions with the OD HR Staff
• Maintains the staffing status of the OMS Headquarters and all projects
• Tracks all personnel actions for OMS in conjunction with OD HR
• Prepares personnel and staffing reports required by OD HR
  
• Finance and Accounting
• Assists in the preparation of the annual OMS Budget
• Assists in the devlopment of deployed project budgets from original proposals
• Tracks financial performance of the OMS projects against established budgets
• Prepare Account cost code documentation and prepare invoices for approval by Senior Managers
• Reconciles Senior Managers' expense reports and Credit Card statements/receipts as requested following established guidelines
  
• Information Technology / Knowledge Management
  • Responsible for establishing and maintaining the OMS electronic archives
  • Assists and coordinates the development of automated processes to support projects
  • Coordinates all IT support for the OMS headquarters staff
  • Assists in the implementation of the ISO 9000 certification and process deployment
    
• Business Development / Contracts Management
  • Assists in coordinating and preparing NDA, Teaming Agreements, and Joint Venture Agreements
  • Develops presentation for clients in conjunction with Operations Manager and other staff
  • Ensures that all Contract Files are maintained, including electronic archiving, IAW applicable FAR and other regulations
    
• Facility Security
  • Track status of OMS security clearances in conjunction with OD Facility Security Manager
  • Facilitate necessary information flow between OD Security Manager and OMS project personnel to ensure that appropriate clearances are obtained and maintained
    
• Operations Support
  • Maintains the OMS Operational Planning Calendar and Master Schedule
  • Assist in the preliminary planning of OMS projects
  • Assists in proposal development in response to government and industry RFPs
  • Gathers information and helps develop spreadsheets to facilitate cost and pricing
  • Tracks action items and performance during the planning and execution phases of projects
  • Travels as required to set up and mange both domestic and foreign projects
  • Coordinates collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data for review by the OMS Operations Manager and CEO
  • Coordinates operational support for field projects as required
  • Interprets requests and helps implement action, decides whether executive should be notified of important or emergency matters as needed
  • Assists in the development and deployment of the OMS Strategic Plan
  • Participates in cross functional teams as required
    
• Other
  • Other duties as assigned.
    

Supervisory Responsibilities:

May be required to supervise other administrative and operations personnel in the performance of their duties.

Qualified candidates will have the following:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Bachelors degree in related field and two to five years experience with similar responsibilities required.
• Experience working in a customer-focused and fast-paced professional environment.
• Must be able to perform duties with accuracy
• Basic knowledge of accounting practices and budgeting preferred
• Good analytical skills are required; ability to organize and coordinate workload to meet deadlines; good writing skills.
• Knowledge of Federal Acquisition Regulations (FAR) and government procurement procedures are preferred.
• Knowledge of the SBA 8(a) Business Development program program preferred
• Must be able to demonstrate experience in preparing reports and proposals under tight deadlines.
• Experience with and knowledge of strategic planning and quality initiatives such as ISO 9000 is preferred.
• Must be able to demonstrate proficiency in the use of Microsoft Office products including, Word, Excel, PowerPoint, Access, MS Project, Visio and other similar business software applications.
• Must demonstrate a good attitude and ability to work as a member of a team.
• Position requires self-motivation and the ability to work effectively under a minimum of supervision.

Return to Job Listings

Applications/resumes will only be considered in response to current job openings. Applications/resumes not submitted in response to a current job opening will not be given consideration. Individuals interested in a current job opening with Olgoonik Development, LLC or one of its subsidiaries should submit a completed employment application/resume to hr@olgoonik.com or by fax to 907.562.8751 to be considered.

Equal Opportunity Employer/Drug Free Workplace

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