Position Overview
The Operations Assistant plays a central role in ensuring the effective coordination, execution, and continuous improvement of operational systems across CFH. Working closely with the Fiscal/Operations Director and Operations Specialist, this role supports procurement, financial tracking, facilities coordination, and administrative operations. The position requires a highly organized, detail-oriented professional who can manage multiple priorities, translate complex information into actionable steps, and contribute to a responsive, efficient, and compliant operational environment within a 24/7 service setting.
Operational Coordination & Administration
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Monitor, prioritize, and respond to operational requests across IT, procurement, and facilities
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Support the development, implementation, and refinement of organizational policies and procedures
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Maintain and distribute operational calendars, reports, and project updates
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Present updates, issues, and recommendations during meetings and in response to internal requests
Procurement & Vendor Management
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Conduct vendor, product, and pricing research to inform cost-effective purchasing decisions
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Prepare, process, and track requisitions, purchase orders, and invoices using NetSuite
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Maintain vendor records, pricing catalogs, and purchasing documentation
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Coordinate with vendors and sites to manage deliveries, resolve discrepancies, and ensure timely fulfillment
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Monitor compliance with organizational procurement policies and procedures
Financial Tracking & Reporting
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Reconcile expense reports, receipts, and financial documentation on a monthly basis
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Identify and resolve billing discrepancies and variances
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Maintain accurate records of purchases, inventory, and site expenditures
Facilities, Inventory & Equipment Management
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Support inventory tracking and ensure appropriate supply levels across sites
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Assist with maintenance, storage, and organization of office equipment and supplies
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Identify and address operational issues impacting workplace efficiency
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Coordinate logistics related to deliveries, storage, and equipment distribution
Technology & Systems Support
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Provide first-level IT support to staff across sites
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Assist in advancing a paperless work environment through improved systems and processes
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Support staff with technology onboarding, including hardware and software orientation
Staff Support & Onboarding
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Assist with onboarding and offboarding processes, including equipment distribution, access, and documentation
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Provide training on office systems and conduct site orientations for new staff
Cross-Functional Operations Support
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Participate in site visits, operational readiness efforts, and organizational initiatives
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Collaborate with internal teams and external partners to ensure seamless service delivery
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Perform additional duties as needed to support organizational goals
Education & Experience
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Bachelor’s degree in Business or related field preferred, or equivalent experience
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Demonstrated experience in administrative, operational, or procurement roles
Skills & Abilities
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Strong proficiency in Microsoft Office and ability to learn new systems (e.g., NetSuite)
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Excellent organizational, analytical, and problem-solving skills
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Ability to manage multiple priorities, meet deadlines, and work independently
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Strong written and verbal communication skills with diverse stakeholders
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High level of professionalism, discretion, and confidentiality
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Ability to analyze data and support informed decision-making
Work Requirements
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Ability to travel between sites and work flexible hours as needed
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Valid driver’s license required
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Ability to lift up to 25 pounds and remain active (sitting, standing, walking) for extended periods
