Operations Administration Associate

Job summary
Client-facing role overseeing administrative operationsProviding detail-oriented administrative/clerical supportIncluding general office management
Job seniority: mid-to-senior level
Responsibilities
• Completing daily check logs and general upkeep of office space• Composing general correspondence, memos, vouchers, check requests, and other documents• Interacting with external callers, visitors, and clients• Handling incoming and interoffice calls and inquiries• Collaborating with cross-functional teams to resolve process questions, updates, or issues• Providing professional assistance to the Director of Operations in research, design, implementation, and reporting of projects• Maintaining a high level of confidentiality• Processing purchase orders and coordinating with Program Staff• Maintaining accuracy and resolving changes and discrepancies in purchase order information• Researching and evaluating suppliers• Coordinating and overseeing maintenance activities to ensure facility compliance with safety standards• Acting as a liaison with external vendors, contractors, and service providers• Tracking and maintaining inspections for every site• Ensuring essential systems are updated to provide accurate information to departments
Requirements
• Bachelor's education required in business administration, management, finance, communication, or related field preferred• At least three years of experience in administrative support• Competent in Microsoft Office tools and inputting services in an online database• Bilingual/Bicultural in Spanish, preferred• Sensitivity to cultural diversity is required• Ability to communicate and cooperate with diverse families, various professionals, and community groups• Outstanding communication, written, and interpersonal skills• Excellent organizational skills and ability to prioritize tasks• High attention to detail and time management skills• Great integrity and proven ability to operate as a team player• Ability to critically evaluate situations and make appropriate decisions• Negotiation and conflict resolution skills