Operations Administrator

2XL Imaging; Springfield (NJ); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision insurance

Pre-tax Flexible Spending Account and

Dependent Care Account

Commuter Benefits

401 K Retirement Plan with employer

Paid Time Off and Holidays

Job summary

2XL Imaging in Springfield, NJ is seeking an Operations Administrator to support the Operations team with administrative and coordination tasks, onboarding, scheduling, and logistics.

The role collaborates with Sales, Account Management, and Project Management to ensure smooth handoffs and timely project execution. Candidates should be highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Qualifications

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with the ability to manage multiple tasks and priorities.
• Comfortable working independently and collaborating across departments.
• Proficiency with Microsoft Office and the ability to learn company systems.
• Experience in administration, operations coordination, logistics, or customer service preferred.
• Experience in printing, manufacturing, or project-based environments is a plus.
• Demonstrate accountability and consistent follow-through.
• Communicate proactively and professionally.
• Maintain accurate and organized information.
• Support a collaborative, solutions-oriented work environment.
• Adapt to changing priorities and operational needs.

Responsibilities

• Provide administrative support to Sales, Account Managers, Project Managers, and Operations.
• Assist with sales-to-operations handoffs and communicate requirements to teams.
• Support new client onboarding and organize documentation.
• Participate in project kickoff meetings and capture notes.
• Assist with scheduling, documentation, and follow-up.
• Maintain accurate job information in company systems.
• Schedule deliveries, pickups, transportation, and installation.
• Maintain installation and frame rental calendars (scheduling, availability, reservations, returns).
• Coordinate with internal teams, vendors, and outside service providers.

Skills

Organizational skills

Communication

Time management

Interdepartmental collaboration

Microsoft Office

Job description

Job Title: Operations Administrator
Job Status: Full-time, Exempt
Department: Operations
Reports to: VP of Operations
Location and Work Schedule: Monday – Friday, 9:00 am- 5:00 pm, onsite in Springfield, NJ
Pay: Commensurate with experience, expected range: $60,000-$65,000 annually

ABOUT US

At 2XL Imaging, our journey is woven with a commitment to elevating the visual experience. Steeped in extensive product and industry expertise, 2XL Imaging specializes in the printing and production of wide-format custom graphics in the events, exhibits, and displays space.

Our unique concierge customer service approach is the heartbeat of 2XL Imaging, ensuring that every interaction is as exceptional as the visuals we create. Our mission is not just about growth; it is about passionately pursuing excellence. We are setting our sights on expanding our business footprint across the United States within major retail brand stores, sporting and corporate events, trade shows, exhibitions, and corporate office and building spaces. This expansion is fueled by the dedication of our people, fortified client partnerships, exceptional customer service experiences, and an unwavering commitment to continuous improvement and high-quality standards.

At 2XL Imaging, our client’s vision is our mission. We are relentless in ensuring that our clients enjoy the visual experience. This is not just a tagline; it’s a philosophy that guides every aspect of our work.

ROLE SUMMARY

The Operations Administrator provides administrative and coordination support to the Operations team, helping ensure daily activities, customer orders, and projects are organized and executed efficiently. This position works closely with Sales, Account Management, Project Management, and other departments to support client onboarding, sales handoffs, project kickoff activities, scheduling, logistics, documentation, expense tracking, and general operational activities. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative & Operational Support

• Provide general administrative support to Sales, Account Managers, Project Managers, and Operations.
• Assist with sales-to-operations handoffs, ensuring relevant job information, documentation, and customer requirements are communicated to the appropriate teams.
• Support new client onboarding, including gathering required information, coordinating internal setup activities, and organizing customer documentation.
• Participate in project kickoff meetings, including agendas, documentation, meeting notes, and follow-up items.
• Support the transition of new customers and projects from Sales to Account Management or Project Management.
• Assist with scheduling, documentation, communication, and follow-up activities.
• Maintain accurate job information and records in company systems.
• Schedule deliveries, pickups, transportation, and installation activities.
• Maintain centralized installation and frame rental calendars, including scheduling, availability, reservations, and return dates.
• Schedule and communicate with internal teams, vendors, and outside service providers.

Job Expenses & Documentation

• Assist with tracking and documenting project related expenses.
• Collect and organize invoices, receipts, and supporting documentation.
• Support expense reconciliation, vendor administration, and job closeout activities.
• Identify missing information or discrepancies requiring follow-up.

Qualifications & Skills

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with the ability to manage multiple tasks and priorities.
• Comfortable working independently and collaborating across departments.
• Proficiency with Microsoft Office and the ability to learn company systems.
• Experience in administration, operations coordination, logistics, or customer service preferred.
• Experience in printing, manufacturing, or project-based environments is a plus.
• Demonstrate accountability and consistent follow-through.
• Communicate proactively and professionally.
• Maintain accurate and organized information.
• Support a collaborative, solutions-oriented work environment.
• Adapt to changing priorities and operational needs.

BENEFITS

Medical Insurance
Dental Insurance
Vision insurance
Pre-tax Flexible Spending Account and Dependent Care Account
Commuter Benefits
401 K Retirement Plan with employer match
Paid Time Off and Holidays