Operations Coordinator - job 1 of 2

As an Operations Coordinator at Great Gray, you'll be tasked with a diverse range of responsibilities. These include scheduling client appointments, supporting executive team members with various projects, onboarding new client accounts, and managing databases. You’ll also play a key role in planning tradeshows and events while providing critical client correspondence. A strong sense of organization and professionalism is essential, as is a willingness to go the extra mile for our clients.

To qualify for the Operations Coordinator role at Great Gray, a Bachelor’s degree in Business or a related field is preferred. Alternatively, a High School Diploma combined with equivalent work experience may also be accepted. Candidates should have over a year of experience in a fast-paced administrative role, exhibit strong knowledge of Microsoft Office Suite, and possess excellent communication skills.

Great Gray offers a competitive benefits package to Operations Coordinators, which includes a hybrid work environment, a comprehensive 401(k) plan with matching contributions, and various lifestyle spending allowances. Employees also enjoy medical, dental, and vision insurance, as well as employer-paid life and disability insurance, along with a generous paid time off program.

The Operations Coordinator plays a vital role in nurturing client relationships at Great Gray. By managing communications regarding new accounts and service-related queries, the coordinator ensures clients have a smooth and enjoyable experience. You’ll be the bridge between our operations and our clients, working to answer questions effectively and escalate issues when necessary.

The Operations Coordinator role at Great Gray emphasizes strong organizational skills and the ability to multitask effectively while maintaining work quality. Excellent communication abilities, both written and verbal, are crucial. Additionally, a client-oriented mentality, critical thinking skills, and a positive, team-friendly attitude are essential to thrive in this dynamic environment.

When answering this question, provide specific examples from your previous roles that showcase your management of various operational tasks, such as scheduling appointments, database management, or supporting executives. Highlight your ability to prioritize and maintain organization under pressure.

Discuss your methods for ensuring accuracy, such as double-checking your work, utilizing technology, and maintaining a detail-oriented approach. Sharing examples of times when your professionalism positively impacted a client interaction or team project will also strengthen your response.

Talk about your time management techniques, like using calendars, task management tools, or prioritization matrices to stay on top of tasks. Providing an example of a time when you successfully juggled multiple projects will demonstrate your capability.

Provide a specific instance where you exceeded a client's expectations, detailing the situation, your actions, and the positive outcome. This shows your commitment to client orientation and your adaptability.

Share any relevant experience you have in planning events, particularly those related to tradeshows or client engagements. Highlight your organizational skills and ability to work collaboratively to manage logistics and timelines effectively.

Elaborate on your familiarity with specific Microsoft Office applications like Excel for data management, Word for document creation, and PowerPoint for presentations. Mention examples of how these tools have helped you in your previous roles.

Explain your approach to dealing with difficult client interactions, including active listening, empathy, and problem-solving strategies. Providing a real-life example will help demonstrate your conflict resolution skills.

Draw on an experience where teamwork led to a successful outcome, mentioning your specific contributions and how you facilitated collaboration among team members. This reflects your ability to work positively in a team environment.

Discuss your passion for helping others, your enjoyment of organizational tasks, and how you find satisfaction in contributing to the smooth operation of a team. Mention how this aligns with Great Gray's values.

Research and talk about Great Gray's mission, values, and impact on the retirement services industry. Share how your skills and career goals align with their objectives and contribute to their overall success.