Administrative Assistant

Job Title: Administrative Operations Manager

About Us

We are a leading volume photography company specializing in school portraits and school and youth sports photography. Our team is committed to delivering exceptional customer service, high-quality photography, and a seamless experience for schools, leagues, and families. We are looking for a highly organized, proactive Administrative Operations Manager to help oversee daily operations and ensure our clients receive outstanding service.

Position Summary

The Administrative Operations Manager is responsible for overseeing the administrative operations of the company while managing a team of approximately 10 office staff. This position serves as the communication hub between our administrative team, Photography Lead, and Production Lead to ensure every client, project, and photo event is executed efficiently and on schedule.

This is a fast-paced role that requires exceptional organizational skills, attention to detail, leadership, and the ability to prioritize multiple projects simultaneously.

Key ResponsibilitiesTeam Leadership

Manage, mentor, delegate and support a team of approximately 10 staff members.Assign workloads, monitor productivity, and ensure deadlines are consistently met.Conduct daily team meetings and provide ongoing support.Foster a positive, collaborative, and customer-focused work environment.Daily Operations

Meet daily with the Photography Lead and Production Lead to review schedules, project status, client needs, and operational priorities.Coordinate communication between departments to ensure seamless workflow.Identify operational challenges and implement effective solutions.Client Management

Serve as a primary point of contact for client needs and obligations.Ensure schools, sports leagues, and other clients receive timely communication and exceptional customer service.Monitor project timelines to ensure all contractual commitments are fulfilled accurately and on time.Resolve customer concerns professionally and efficiently.Scheduling & Coordination

Coordinate photography schedules for schools and sports organizations.Maintain calendars, project timelines, and internal scheduling systems.Ensure staffing assignments align with photography events and production deadlines.Data Management

Maintain accurate spreadsheets, databases, and client records.Track project progress, orders, deadlines, and operational metrics.Prepare reports and assist management with planning and forecasting.Vendor Management

Coordinate with a small group of vendors to ensure timely delivery of products and services.Track vendor performance and maintain professional working relationships.Assist with purchasing and inventory coordination as needed.Qualifications

3+ years of administrative management or office management experience.Previous supervisory experience managing a team.Strong organizational and multitasking abilities.Excellent written and verbal communication skills.Advanced proficiency with Microsoft Office, particularly Excel.Experience working with spreadsheets, databases, and scheduling software.Ability to work independently while managing multiple priorities.Strong problem-solving skills and attention to detail.Customer service experience is required.Preferred Qualifications

Experience in photography, school services, event coordination, or production management.Familiarity with volume photography or workflows.Experience using CRM, scheduling, or project management software.Ideal Candidate

The ideal candidate is:

Highly organized, ablility to delegate and detail-oriented.A confident leader who enjoys managing people.Calm under pressure in a fast-paced environment.Customer-focused with excellent interpersonal skills.Proactive and able to anticipate operational needs.Comfortable working with deadlines and changing priorities.Compensation & Benefits

Competitive salary based on experiencePaid time offProfessional development opportunitiesSupportive, team-oriented work environmentPay: $22.98 - $28.68 per hour

Benefits:

Employee discountPaid time offProfessional development assistanceEducation:

Bachelor's (Preferred)Experience:

adminstrative assistant: 3 years (Required)Shift availability:

Day Shift (Required)Work Location: In person