Operations & Reporting Coordinator

Illinois Oil Marketing Equipment Inc.; Pekin (IL); On-site; USD 28,000 - 34,000; Full time

Job summary

Illinois Oil Marketing Equipment Inc. is seeking an Operations Executive Assistant to support administrative and operational functions across departments.

The role acts as a hub between leadership, operations, and admin teams, driving efficiency through recurring processes, metrics tracking, and reporting. The ideal candidate will be highly organized, able to handle multiple priorities, and comfortable working behind the scenes to keep operations running smoothly.

Qualifications

• Proven experience in operations support.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks independently and adapt quickly.
• Attention to detail with high accuracy.
• Discretion handling confidential information.

Responsibilities

• Prepare and distribute materials for weekly meetings, including agenda and follow-up reporting.
• Update and maintain departmental and company-wide scorecards.
• Manage calendars for operations and leadership, including quarterly conversations and employee reviews.
• Coordinate and collect 90-day performance review forms for construction employees.
• Obtain approvals and signatures for contracts, vendor invoices, PTO requests, and other documents.
• Handle errands and occasional personal assistant tasks (e.g., lunch pickups).
• Assist in compiling data and recurring reports for leadership.
• Support job cost analysis and reporting; organize data for decision-making.
• Help manage internal support tickets in Davisware/Vision system.
• Assist with quote tracking and deadline management for proposals.
• Support operations improvement projects and cross-functional data gathering.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Discretion with sensitive information

Adaptability in fast-paced environment

Education

High school diploma or GED, Associate's degree preferred

Tools

Microsoft Office Suite

Job description

Illinois Oil Marketing Equipment Inc. is seeking an Operations Executive Assistant to support administrative and operational functions across departments.

The role acts as a hub between leadership, operations, and admin teams, driving efficiency through recurring processes, metrics tracking, and reporting. The ideal candidate will be highly organized, able to handle multiple priorities, and comfortable working behind the scenes to keep operations running smoothly.