We are hiring a new Business Operations Associate to join our Operations team. In this role, you will run the gamut from assisting with spreadsheet projects (advanced Excel skills welcomed!) to running errands, keeping the toner fresh, printing collateral materials, directing in-person and phone-related visits and inquiries and helping executives manage their calendars and presentation decks. This is a multi-faceted role with responsibilities in key areas such as Reception, Office Management and Operations Administration across multiple departments.
Provide a professional and welcoming presence consistent with the agency’s mission, vision, and values. Greet and assist visitors, answer and direct incoming calls, accept deliveries, and manage correspondence. Collaborate with the administrative team to ensure consistent reception coverage during business hours, maintaining open communication as staffing needs change
Implement and maintain automated systems to enhance operational efficiency, including the internal property management database (under development), vendor purchasing platforms, and other systems used to manage services and products.
Support new employee onboarding by coordinating resources requested by hiring managers (e.g., keys, business cards, purchasing system access).
In collaboration with the Facilities Manager, maintain and refine agency procurement procedures. Research and evaluate vendors, update the organization-wide preferred vendor list, and make purchasing recommendations based on quality, price, and volume. Communicate and negotiate with vendors, maintain records, and ensure compliance with purchasing policies.
Manage company vehicle fleet operations, including coordinating accident claims with insurance providers, arranging vehicle repairs, and securing rental replacements as needed.
Monitor and maintain vehicle inspection schedules to ensure compliance and operational readiness.
Administer fleet fuel card program, including card activation, deactivation, and account management.
Provide administrative support to Program Directors and staff for general facility operations, including insurance certificates, records storage, and business licenses.
Purchase and distribute office supplies, monitor inventory, and ensure corporate office areas and conference rooms are well-stocked and maintained in an orderly manner.
Retrieve and distribute mail for administrative offices daily.
Serve as Safety Coordinator for assigned administrative offices. Lead quarterly safety orientations and monthly drills, participate in Safety Committee meetings, and maintain documentation of safety initiatives, trainings, and drills. Ensure compliance with agency safety protocols and support safety-related projects at the direction of the Safety Committee Chairperson.
Assist Chief Operations Officer and Chief Philanthropy Officer with projects, scheduling, event planning and deck development.
Self-motivated and able to work independently as well as collaboratively.
Strong organizational and administrative skills, including recordkeeping, attention to detail, and data management.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Proficiency with data management systems.
Excellent research and online purchasing system skills.
Typing speed of at least 45 WPM with accuracy.
Strong planning, analytical, and prioritization skills; able to manage multiple projects effectively.
Excellent customer service and communication skills.
Reliable, detail-oriented, and able to maintain confidentiality.
Valid California Driver’s License, insurable driving record, and personal vehicle with insurance for job-related use. A company vehicle may be available during work hours.
Ability to work well under pressure and exercise sound judgment.
Team-oriented, with the ability to build and maintain positive, respectful working relationships.
Regularly lifts and moves objects up to 50 pounds.
Frequent standing, walking, reaching, talking, and hearing during a shift.
Most work is performed indoors in a standard office setting, with occasional local travel.
Ability to maintain focus and composure amid interruptions or shifting priorities.
Frequent use of hands and fine motor skills to operate office equipment, including computers, printers, and copiers.
Visual acuity sufficient to read printed and electronic materials.
Hearing ability sufficient to communicate effectively in person and by phone.
Great Benefits! Medical, dental, vision and life and long-term disability insurance, EAP, FSAs, retirement savings plan with company match, paid meal breaks and generous paid time off policy.
We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.
