Operations Execution Coordinator (Administrative)

RealCold; New Hanover Township (NJ); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Comprehensive benefits package

401(k) Match

Paid Time Off

Job summary

RealCold is seeking an Operations Execution Coordinator to provide high-level administrative support to the COO and operations team. The role emphasizes cross-functional collaboration, organization, and initiative in a fast-paced environment.

You will manage calendars, coordinate projects, and ensure timely completion of initiatives while maintaining confidentiality and a professional demeanor across all levels of the organization. This position is full-time and onsite with travel as needed.

Qualifications

• High school diploma plus 5 years admin experience or Bachelor's in business administration with 3 years admin experience.
• Proficient in Microsoft Office Suite.
• Strong written and verbal communication.
• Excellent organization and time management.
• Ability to multitask and adapt to changing priorities.
• Ability to work independently and with cross-functional teams.
• Professional demeanor and discretion for confidential information.

Responsibilities

• Assist in development and execution of operational initiatives, procedures, and policies.
• Manage and drive priority projects to completion, aligning with company objectives.
• Track progress of key initiatives and report to leadership.
• Build relationships across the organization to promote collaboration.
• Provide administrative support including scheduling, calendars, and correspondence.
• Maintain and organize documents and records.
• Coordinate executive calendar and travel arrangements.
• Assist with expense reporting and office supplies procurement.
• Handle incoming calls, emails, and inquiries from clients and team members.
• Manage relationships with internal clients and stakeholders.
• Work under pressure and maintain confidentiality.

Skills

Written and verbal communication

Time management

Highly organized

Multitasking

Independent working

Cross-functional teamwork

Discretion and integrity

Proactive adaptability

Education

Bachelor's degree in business administration

HS Diploma with 5 years admin experience

Tools

Microsoft Office Suite

Job description

Are you ready for new challenges and new opportunities?

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At RealCold, you're more than an employee, you’re part of a team that's building the future of cold chain logistics. We invest in our people by providing opportunities to learn, grow, and advance while fostering a culture built on integrity, accountability, safety, and continuous improvement. Build your career with a company that's growing—and helping its people grow along with it. If you're ready to grow your career with a company that's growing too, we'd love to meet you.

Role Overview:

Working directly for the Chief Operating Officer, this role is pivotal in supporting our operations team’s efforts while ensuring efficient administrative operations. The Operations Execution Coordinator is a multi-tasker, is detail-oriented, is capable of managing various responsibilities simultaneously, and provides administrative support to one or more executives within the Company. In this role, the incumbent will ensure completion of initiatives and work cross-functionally, serving as a key driver of organizational effectiveness. The ideal candidate thrives in a fast-paced, high-impact, dynamic environment.

Essential Functions and Key Responsibilities:

• Assists in the development and execution of operational initiatives, procedures, and policies.
• Manage and drive priority projects to completion, ensuring alignment with the company’s objectives.
• Track progress of key initiatives, reporting updates and outcomes to the leadership team.
• Build strong relationships across the organization to promote a positive, collaborative culture.
• Provide administrative support to the team, including scheduling meetings, managing calendars, and handling correspondence.
• Maintain and organize documents, files, and records in a systematic manner.
• Coordinate and manage the executive's calendar, including scheduling meetings, appointments, travel arrangements (including flights, accommodations, and itineraries).
• Assist with expense reporting, and office supplies procurement.
• Answer and direct incoming calls, emails, and inquiries from clients, partners, and team members.
• Build and maintain professional relationships.
• Handle sensitive information and maintain strict confidentiality.
• Be adaptable and ready to take on new tasks and responsibilities as needed.
• Receives and distributes office mail.
• Other duties as assigned.

Requirements of the Position:

• HS Diploma and five years administrative experience or bachelor’s degree in business administration or a related field and three years administrative experience.
• Must be tech savvy.

Knowledge, Skills, and Abilities:

• Good written and verbal communication skills.
• Attention to detail and accuracy to ensure all specifications are met.
• Ability to motivate, coordinate, and ensure proper time-management among team members.
• Highly organized with excellent time management skills.
• Ability to multitask and adapt to changing priorities.
• Works well with others, within/across functions, up and down the organizational chart.
• Strong understanding of organizational dynamics with the ability to anticipate and address operational needs.
• High level of integrity, with the ability to handle sensitive information discreetly and uphold company values.
• Ability to work independently.
• Proficiency in Microsoft Office Suite.
• Ability to maintain confidentiality and appropriately handle sensitive matters.
• Superior interpersonal skills, with ability to communicate and engage at all levels of the organization.
• Must be able to work independently.
• Ability to create partnerships with internal clients (People Operations team, managers, employees);
• Work in a fast-paced environment meeting commitments and deadlines.

Work Requirements:

• Must be able to pass a background check
• Ability to work well under pressure and prioritize important tasks over others.
• Dress code is relaxed with a few rules to follow for safety.
• Full-time onsite 100% if not traveling
• Hours vary depending on deadlines and needs of the company
• Environment may be fast paced and stressful.
• Willing to travel about 25%.

Physical Work Environment:

While performing the duties of this job, the employee regularly works in an office setting. This job may involve occasional exposure to some disagreeable elements such as dust, noise, heat, cold, etc. Accidents are improbable other than minor injuries. Environment may be fast paced at times.

Physical Requirements:

This is not an all-inclusive list, but it is intended to give an overview physical requirement for this position. Reasonable accommodation will be provided under appropriate circumstances and in accordance with applicable law. While performing the duties of this job, the employee is regularly required to:

• Continually: Sit, walk, speak, and hear
• Continually: Type, write, and read
• Occasionally: Stand, carry, lift push and reach up to 25 lbs.

What We Offer You:

• Comprehensive benefits package to include medical, dental, vision, HSA, FSA, Short- and Long-Term Disability, and Life Insurance
• 401(k) Match
• Paid Time Off

RealCold is an Equal Employment Opportunity Employer. We believe in providing employment opportunities to all Team Members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Please no external recruiting agencies or unsolicited resumes. Salary is DOE.