Operations Specialist

Overview:

Element has an opportunity for an Operations Specialist for our Acton, MA facility.

Responsibilities:

• Manage approval process.
• Create auditor accounts in EQM
• Assign initial training in Training Portal
• Submit New Vendor forms to Element
• Announce new auditors to organization quarterly
• Hold live EQM training session with new auditors before their first audit
• Answer questions from accounting about auditor rates

• Rate increases/new PO’s and EQM updates. Adding a standard
• Point person for any informational auditor updates – email/phone # changes. These changes must also go to Element
• Training Portal –
• Point person for loading training, creating quizzes if needed. Help external users with passwords and assisting Help Desk to help employees
• Assign training to new employees at their manager’s request
• Track employee training by running reports quarterly and ensuring assignments are completed
• Complete office orientation training with new employees
• Teaming Session -
• Conference Coordinator – sign contract with hotel, promote the event, manage registrations and finalize event orders with the hotel
• Drive conference planning, schedule meetings pre and post conference to develop content and review results and feedback
• Load all presentations into Training Portal with quizzes post-conference
• Send feedback survey to employees

• Work with Operations and Quality on the management of customer complaints
• Plan and host online holiday celebrations – Halloween, Earth Day, etc.
• Coordinate volunteer outings
• Communicate to employees at management request – announcements, new babies, early release days, etc.

• Enter client purchase orders in the database
• Review invoices for copier, Shred-it, FedEx, etc. and send to Jhasmil for payment
• Send FedExes and mail items as needed. Manage Pitney Bowes meter – order supplies and add postage
• General mailbox messages received in Outlook and distributed.
• Create PO’s when needed (Access Database – perhaps this can be moved to Excel.)
• Order office supplies as needed and approve office supplies/outside services less than $500
• Phones – Maintain office extension list, assist new employees with phones/voicemail/assigned extensions/direct numbers. Manage receptionist greetings, including holidays
• Point person for building owners –
• Manage Alarm System with American Alarm. Log onto the Brivo system to program entry fobs and disable those from departing employees. Main contact with American Alarm for calls if the alarm goes off

• Purchase Company Logo Items - Send Holiday gifts to auditors and staff, handle ongoing requests for gifts as needed.
• Schedule All Hands meetings - Contribute slides on employee anniversaries, new auditors. Distribute scrubbed slides to full time auditors after the meeting.
• ANAB Office Audit – audited for the topic of Auditor Competency; shared auditor records on file. Scrub auditor and onboarding files pre-audit.
• Survey Monkey – Log on using NQA account when needed for post-conference survey and others.
• Go to Webinar – NQA still has an account that is renewed annually
• Metrofax – manage account, renew yearly, distribute instructions
• Changing user passwords in EQM – for clients, and for auditors if needed

Skills / Qualifications:

• 3 years of customer service experience
• Ability to solve practical customer problems
• Ability to interpret a variety of instructions, data and details furnished in written, oral, diagram, or schedule form
• A valid driver’s license, with an acceptable driving record under Element’s policy
• Ability to remain calm when faced with mounting pressure related to deadlines and multiple priorities
• Well-developed oral and written communication skills to meet a variety of communication needs with strong interpersonal skills that foster open upward and downward communication built on mutual respect
• Ability to interface with clients, win new work and determine their requirements; helps develops proposals including cost estimates, work plan and terms and conditions

Company Overview:

Element is one of the fastest growing testing, inspection and certification businesses in the world. Globally we have more than 9,000 brilliant minds operating from 270 sites across 30 countries. Together we share an ambitious purpose to ‘Make tomorrow safer than today’.

When failure in use is not an option, we help customers make certain that their products, materials, processes and services are safe, compliant and fit for purpose. From early R&D, through complex regulatory approvals and into production, our global laboratory network of scientists, engineers, and technologists support customers to achieve assurance over product quality, sustainable outcomes, and market access.

While we are proud of our global reach, working at Element feels like being part of a smaller company. We empower you to take charge of your career, and reward excellence and integrity with growth and development.

Industries across the world depend on our care, attention to detail and the absolute accuracy of our work. The role we have to play in creating a safer world is much bigger than our organization.

Diversity Statement:

At Element, we always take pride in putting our people first. We are an equal opportunity employer that recognizes diversity and inclusion as fundamental to our Vision of becoming “the world’s most trusted testing partner”.

All suitably qualified candidates will receive consideration for employment on the basis of objective work related criteria and without regard for the following: age, disability, ethnic origin, gender, marital status, race, religion, responsibility of dependents, sexual orientation, or gender identity or other characteristics in accordance with the applicable governing laws or other characteristics in accordance with the applicable governing laws.

41 CFR 60-1.35(c)

“If you need an accommodation filling out an application, or applying to a job, please email Recruitment@element.com”