Operations Specialist at Cavista

Job Description

The Operations Specialist will be responsible for managing various aspects of office operations, administrative support, event coordination, facility management, vendor relationships, and inventory management.

This role requires a proactive individual with strong organizational skills and the ability to multitask effectively.

• Serve as the first point of contact for visitors, clients, and stakeholders.
• Maintain a tidy and welcoming reception area.
• Provide administrative support to executives and senior management.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare reports, presentations, and documentation as required.
• Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Manage office supplies and equipment procurement, ensuring adequate inventory levels.
• Plan and execute company events, meetings, conferences, and team-building activities.
• Coordinate logistics including venue selection, catering, and audio-visual requirements.
• Support projects by tracking project timelines, milestones, and deliverables.
• Coordinate office repairs, renovations, and workspace optimization.
• Implement and enforce health and safety guidelines.
• Manage relationships with vendors and service providers.
• Assist in HR-related tasks, including onboarding new employees and managing onboarding kits.
• Obtain competitive quotes, negotiate contracts, and oversee vendor performance.
• Assist in budget preparation and expense management activities.
• Monitor and track office expenditures and manage procurement processes.
• Maintain accurate records of financial transactions, invoices, and receipts.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field preferred.
• Minimum 4 years experience in operations management, administrative support, or related roles.
• Strong organizational and problem-solving skills with attention to detail.
• Excellent communication and interpersonal skills, with the ability to interact effectively with stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Knowledge of budgeting, financial principles, and inventory management.
• Ability to prioritize tasks and work effectively under pressure in a fast-paced environment.