Operations Assistant - Kairos Power

Job Summary

Kairos Power is seeking a highly motivated Operations Assistant to support various departments with shipping/receiving, facilities, office management, material handling and various operational projects.  This role interfaces with multiple departments and stakeholders, giving you an opportunity to learn the inner workings of a fast pace, multi-faceted organization.  We are looking for a team player, who is willing to roll up their sleeves and troubleshoot and/or solve challenges daily.  The Operations Assistant will primarily support the company’s highly technical R&D activities in Albuquerque by working alongside the Facilities Technician and Materials Handling Coordinator while also providing general and backup support to the Site Administrative Assistant and reporting to the company’s Senior Facilities Manager in Alameda, CA.

Responsibilities

• Perform general administrative duties including, but not limited to, filing, photocopying, taking, and distributing meeting minutes, managing schedules, coordinating travel arrangements, ordering supplies, sorting, and distributing correspondence, maintaining records, checking in visitors, etc.
• Support administrative and facilities staff with security access badging, corporate housing oversight, special events support, and vendor management
• Assist with ordering office food and drink supplies, plus occasional special events food orders and catering service coordination
• Ensure basic facilities are well-maintained by observing and reporting maintenance problems, monitoring cleanliness of building, and perform troubleshooting as needed
• Create, update, and closeout work orders in the Facilities work order system
• Support external contractor visits (e.g., maintenance and repair requests)
• Set up and tear down of events, assist with office furniture assembly, office relocations, etc.
• Monitor office supplies and purchase materials needed for general office usage, facilities maintenance, repairs, or upgrades
• Support Materials Handling receiving activities with acceptance and documentation of packages and deliveries to the facility; notify internal staff of arrival of delivered goods ready for inspection
• Operate forklift, pallet jack, hand trucks, carts, etc. as needed to move things around a warehouse environment
• Prepare items for domestic and international shipping, including palletized and crated cargo, plus hazardous material packaging and labeling; understand and ensure compliance with shipping requirements, and regulations; select appropriate delivery methods based on cost and schedule
• Identify and resolve shipping, storage, or receiving discrepancies as they arise
• Assist with managing chemical storage on site; serve as backup to primary chemical inventory
• Assist with general housekeeping of office and warehouse areas; utilize custodial staff or perform cleaning and organizing tasks as needed under direction of internal customers
• Provide backup coverage to Site Administrative Coordinator with front desk responsibilities and the Materials Handling Coordinator for shipping and receiving activities when they are out of the office or away from their desks
• Ensure all internal and external visitors to the site, including contractors, consultants, and vendors comply with current Covid-19 safety protocols provided by the EHS team
• Other duties assigned as needed

Qualifications

• High school diploma or equivalent required. Associates or bachelor’s degree is a plus
• 5+ year of experience in customer service, office management, laboratory operations, manufacturing facilities highly desired
• Self-starter with strong organizational skills, attention to detail, and time management skills
• Strong in customer service, problem solving, troubleshooting skills highly desired
• Demonstrates characteristics of staying agile, flexible, ability to adapt to changing priorities, and support critical project needs across the organization
• Expertise in Microsoft 365 applications (e.g. Word, Excel, PowerPoint, Outlook), Zoom, Slack, and other software tools
• Ability to work with highly collaborative team
• Ability to problem solve quickly and efficiently 
• Prioritizes and ensures safety of oneself and others

Environmental Conditions

• General office and warehouse/manufacturing environment
• Outdoor environment or elements such as precipitation and wind 
• Fast-paced work environment with changing priorities

Safety and PPE

• Reporting issues with equipment or unsafe conditions; interact regularly with EHS staff
• Wearing proper PPE, to include hard toe shoes, face mask, face shields, gloves, safety glasses, hearing protection, hard hat

Travel

• Some travel is required (up to 20%)
• Maintain good standing in driving records and personal Class D driver’s license in the State of New Mexico for occasional business-related driving

Certification

• Possess or capable of obtaining forklift, scissor lift, and boom lift operator related certification
• Capable of obtaining DOT/IATA hazardous material shipper certification through company-provided classes along with on-the-job training

Additional Requirements

• Occasionally requires overtime
• Occasionally requires working weekends
• Occasionally requires schedule flexibility