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Provision Ministry Group

Operations Coordinator

Provision Ministry Group
Irvine, California, United States

Date Posted: 03/31/2011
Categories: Accounting - Administrative
Job Type: Full-Time

Job Description:
Visioneering is a multi-awarding winning Architectural and Design firm, located in the heart of the Irvine Business District, minutes away from the John Wayne Airport. This is a creative, dynamic and energetic group of employees and they are looking for a full-time Operations Coordinator to assist the Operations Manager in the daily responsibilities and duties of running a top-notch architectural firm. If you meet the qualifications below and think you would be a good fit for this company, please submit your resume to We have had this position open since December and are anxious to fill it.

Operations Responsibilities

* Systems Administrator for Tenrox/Deltelk (billable hours software system)
* Lead the monthly billing process, including all accounts payable/receivable activities
* Maintain project files, track contracts for signatures and file weekly
* Perform AR/AP-related functions (i.e., coding, data input, invoicing)
* Update and maintain Professional Licensure status
* Complete daily check deposits
* Produce check requests
* Perform duties related to contract administration and tracking
* Prepare a wide variety of reports, memoranda, statistical charts and other materials related to responsibilities assigned
* Document / disseminate project communication
* Facilitate mail/fax/Email/ file correspondence
* Coordinate shipping and overnight delivery
* Order office supplies
* Assist with coordination of Visioneering University team meetings and company events

Executive and Administrative Support Responsibilities
* Provide administrative support to the Executive team as needed. In this capacity, duties include, but are not limited to the following:
* Update and maintain status information in compliance with Board Reporting, requirements and standards Assist with Statement of Qualification packages for potential clients
* Provide status updates and related information to Regional Directors
* Manage appointment scheduling and updating calendar for executive staff upon request
* Assist with travel arrangements
* Assist with weekly time sheet and expense report approvals for Visioneering team
* Complete expense reports for President and Vice President of Design
* Schedule meetings and conference calls
• Perform all other special projects and other duties as assigned

Key Qualifications
* Bachelors Degree in business or design-related field from an accredited four-year institution or an equivalent combination of education and experience
* Intermediate to advanced proficiency using MS Office Suite, including Word, Outlook and Excel
* Excellent oral and written communication skills
* Ability to develop and maintain effective and cooperative working/client relationships
* Experience coordinating and facilitating projects from start to finish with successful results/outcome
* Excellent organization and time management skills, including the ability to shift constantly changing priorities and deadlines as needed
* Must be passionate about both client satisfaction and creative, cost-conscious design