Operations Support Specialist ; On-site Anchorage, Alaska

Position: Operations Support Specialist I (On-site Anchorage, Alaska)
* Candidates must reside within 50 miles of Anchorage, Alaska.  This role will be working in the office

GCI's Operations Support Specialist I will deliver operational, project, and administrative support to teams within the Chief Technology Office (CTO). Provide in-person front desk coverage up to five days per week, managing visitor interactions, general inquiries, and office support functions. Collaborate on company-wide initiatives by coordinating and assisting with cross-functional projects, programs, and special assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES AT ALL LEVELS:

OPERATIONS SUPPORT

Travel Requests:

+ Review and process travel requests from the dispatch team for Field Services technicians, project teams, employees, and clients.

+ Coordinate flights, hotel accommodations, and ground transportation, ensuring timely and smooth travel experiences.

+ Prioritize urgent requests such as break/fix and outage situations.

+ Report back to the requester if additional information is needed.

Charter Requests:

+ Manage and coordinate charter transportation, primarily flights, by reviewing travel requests, verifying form accuracy, and routing for necessary approvals.

+ Ensure approved charter vendors are utilized before considering alternatives.

+ Track monthly charter expenses and provide detailed reports to financial analysts and leadership.

AIMS Program:

+ Track and manage weekly AIMS payouts for eligible field technicians across multiple regions.

+ Maintain timely and accurate records, input data into tracking spreadsheets, and prepare documentation for weekly and monthly meetings.

Invoice Processing

+ Review, code, and verify vendor invoices for accuracy and proper allocation to the correct departments and projects.

+ Ensure timely processing for payment in alignment with company financial procedures.

Alyeska Badge Process:

+ Coordinate new badges and renewals, training, and drug testing, ensuring compliance with applicable policies and requirements.

+ Develop and maintain a structured tracking system to monitor the status of each request.

+ Maintain a centralized and regularly updated repository of current badged employees for quick reference and reporting.

Tower Light Inspection:

+ Conduct weekly reviews of approximately 60 tower light inspection reports, verifying compliance with FCC and FAA regulations.

+ Determine pass/fail status based on submitted documentation and issue timely email notifications for upcoming inspection deadlines.

OFFICE & TEAM SUPPORT

Front Desk Coverage:

+ Provide in-office/in-person support at Base Camp up to five days per week.

+ Maintain a clean, organized, and professional office environment for staff and visitors.

+ Greet and assist customers and visitors, ensuring prompt connection with the appropriate personnel.

+ Manage incoming and outgoing mail and packages, including direct transport when needed, and ensure accurate distribution to the appropriate departments.

+ Organize and monitor office and break room inventory, timely and accurately ordering supplies/coordinating with vendors to ensure consistent availability.

+ Submit work orders/tickets and schedule building and equipment repairs and maintenance.

+ Serve as the point of contact for vendors and external service providers, providing on-site support and escorting when required.

Meetings & Events:

+ Oversee scheduling and setup for conference rooms and community spaces, including in-person support as needed to ensure proper configuration and readiness for meetings and events

+ Coordinate logistics by securing appropriate locations, preparing necessary materials, managing vendors, and arranging catering services.

On-Call Coordination:

+ Maintain and update the on-call technician schedule in the Operations Directory.

+ Manage weekly communications regarding on-call technician assignments, sending reminders every Monday and Friday to designated staff and the Service Management Center (SMC).

Field Support:

+ Serve as a liaison between field personnel and internal departments such as Accounts Payable, Payroll, and Human Resources.

+ Investigate and resolve discrepancies related to pay, P-Card expenses, and other field-related inquiries.

SADC Support:

+ Oversee procurement of supplies (equipment, hardware, coffee, etc.) for SADC, ensuring supplies and materials are proactively restocked.

+ Manage training compliance by maintaining CBT Nuggets reports and coordinating Mpirical training.

PROJECT SUPPORT

+ Provide backup support to other departments and teams as needed, assisting project managers with daily operations to keep projects on track.

+ Assist with managing schedules, maintaining project documentation, monitoring progress against timelines, and coordinating meetings and communications with stakeholders.

+ Compile and prepare data for various reports, distributing to appropriate parties as needed.

+ Assist with the creation of Power Points, Microsoft Forms, and Smartsheet Forms.

+ Review processes, identifying inefficiencies and…