Operations Specialist Jobs in Nashville, TN

Job Summary

The Office Operations Specialist plays a critical role in our company’s success, and their strength lies in building deep partnerships with co-workers, customers, partners, vendors, various departments, and Management ensuring that all interactions with the company are uplifting and inclusive.

As the first person our employees and customers will have contact with, your positive, friendly, and warm greeting puts people at ease and makes them feel welcome. In between assisting visitors and supporting our on-site departments, your day will be fast paced, challenging, and rewarding. This role is made for those with excellent people skills and a passion for positivity.

SoftwareOne is an AI‑forward company. We actively use AI across our business to improve productivity, decision‑making, and outcomes - and we are intentional about hiring people who are curious, hands-on, actively apply AI, and lead by example as technology continues to evolve.

This is an in-person position located in Milwaukee, WI. This role is in-office Monday through Thursday, 8:00AM - 5:00PM working remote on Friday, with some exceptions.

Role & Responsibilities

Front Desk & Administrative Office Responsibilities

• Greeting visitors and guests professionally and provide assistance as needed.
• Oversee visitor sign-in procedures.
• Answering, screening, and directing phone calls.
• Coordinate meeting room reservations.
• Maintaining shared office supplies and breakroom supplies; and placing orders when needed while keeping expenses within approved budget.
• Track and submit office expenses and breakroom expenses to finance. 
• Oversee receival and sorting of incoming mail and deliveries, delivering mail to appropriate departments, and managing outgoing mail.
• Manage approved vendor contracts associated with maintaining a safe, secure and pleasing office atmosphere.
• Manage and Maintain Milwaukee Office Policies & Procedures SharePoint site including Vendor information w/contracts, Landlord points of contact, Building Rules & Regulations, Security systems w/policies & procedures.

Employee Experience Responsibilities

• Partner with all local departments to enhance the in-office experience and forge an emotional connection between employees and the brand. 
• Point of Contact for P&C approved employee events including but not limited to office-wide catered lunches, recruitment activities. Communicate and organize necessary details for Milwaukee based employees
• Support onsite events, communications, and encourage Milwaukee FunCo participation.
• Point of Contact for Revenue Enablement lunch and learns, and NORAM leadership meetings. Communicate and organize necessary details for such meetings in office
• Point of Contact to assist with reservations at preferred local hotels for employees & visitors not able to access Concur travel.
• Assist P&C with new hire onboarding and departure activities as requested.
• Point of contact to document and report all employee emergency situations, including potential Workers Compensation incidents immediately to P&C.

Department & Vendor Responsibilities

• Point of Contact to support Partner & Customer meeting host, including but not limited to office access, meeting set up, local catering providers. Track meeting logistics including host name, date/time, number of attendees in.
• Manage the purge of on-site department files in compliance with each department’s retention and destruction policies.

Building Services Responsibilities

• Liaison between Milwaukee landlord and Finance to ensure all Lease, Electrical, CAM and annual reconciliations are within lease terms.
• Serve as Point of Contact for office badge access/security systems. This includes vendor management, cost management within budget, and employee compliance.
• Manage & document all facility maintenance issues to Landlord and Management as discovered.
• Ensuring federal and local required postings are up to date and displayed. 
• BCDR Plan – responsible for supporting MKE BCDR plan as it relates to Building Services as requested by SWO BCDR Coordinator.

What you offer

• Demonstrated experience using AI in a practical, applied way — such as improving workflows, automating tasks, enabling better decision‑making, or increasing impact in prior roles. This does not require deep technical or engineering expertise in AI; we value applied use, experimenting, and a mindset of curiosity and continuous learning.
• 3+ years of work experience in an admin/office management role
• Demonstrated ability to being an integral part of building a positive, productive, professional and fun office culture
• Proficient with MS365 suite of products
• Must have exceptional attention to detail
• Strong organization and time management skills, and ability to prioritize
• Must be a team-player with high energy, a positive attitude and the ability to quickly build rapport and trust with internal and external clients
• Must be a self-starter and driven
• Ability to think creatively
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Ability to multi-task and prioritize in a fast-paced and dynamic work environment
• Proven track record of partnering with cross-functional teams
• Performs well under pressure/deadlines
• Professional appearance and manner
• Must have ability to lift, carry and move up to 25 pounds
• Physically located in Milwaukee
• Demonstrated experience using AI in a practical, applied way — such as improving workflows, automating tasks, enabling better decision‑making, or increasing impact in prior roles. This does not require deep technical or engineering expertise in AI; we value applied use, experimenting, and a mindset of curiosity and continuous learning

The preceding job profile has been designed to indicate the general nature and level of work performed by associates within this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required. Additional duties may be assigned and may be subject to change at any time due to reasonable accommodation or other reasons.

Success Criteria

• Office admins support request completion rate

Organizational Alignment

• This role reports to the Presidential Admin & Strategic Support Team Manager.

What we offer

• Generous pay with bonus structure (quarterly or bi-annual depending on the role)
• Independent environment without a lot of red tape where you are empowered to make decisions
• Substantial benefits package that includes:
• Full suite of medical coverage with A+ carriers, Dental, and Vision with strong employer contributions plus additional voluntary coverage available for Pets, Identity Theft Protection, Accident & Critical Illness
• 401k program with employer matching 50% up to the first 10% of employee’s contributions
• Wellness plan that includes credits to premiums and employer contributions towards the savings plan of your choice
• Access to EAP and concierge services plus pre-paid legal at no cost
• Abundant time off that includes paid holidays, floating holidays, your birthday off, a volunteer day, and discretionary time off (DTO)
• Employee stock purchase plan
• Learning and development opportunities galore, tuition reimbursement, and much more!
• Specific to Nashville and Milwaukee-based office employees: company-paid parking

• Winning culture, inclusive environment, and friendly people all over the world
• A remote-friendly organization, with colleagues working remotely either part or full-time

Target compensation for this role will be $65k - $73K USD(mix of base salary and bonus). Actual offers may be higher or lower than this range and will be determined based on a variety of factors, including (but not limited to) candidates’ qualifications, experience, education, and work location.

We are not able to consider candidates residing in the state of Hawaii currently.

Pay: $65,000.00 - $73,000.00 per year

Benefits:

• 401(k)
• Employee assistance program
• Health insurance
• Life insurance
• Referral program

Location:

• Nashville, TN 37219 (Required)

Ability to Commute:

• Nashville, TN 37219 (Required)

Work Location: In person