Office Operations Assistant

We’re looking for a highly organized and proactive individual to support daily office functions in a key administrative role. Reporting directly to the Operations Manager, this position serves as a central hub for communication between staff, clients, and vendors. The ideal candidate will help ensure smooth day-to-day operations and contribute to a well-functioning workplace.

• Streamline office procedures and maintain efficient administrative systems.
• Oversee the scheduling and use of available office spaces; manage shared calendars and daily planning.
• Facilitate communication within the team—organize meetings, share updates, and coordinate reports.
• Maintain digital and physical filing systems, including assisting with client documentation and internal recordkeeping.
• Draft various forms of written communication such as memos, forms, letters, and reports as needed.
• Schedule and liaise with service vendors, ensuring on-site appointments are handled smoothly.
• Assist with internal announcements and employee communications.
• Ensure accurate and compliant maintenance of confidential records in line with HIPAA standards.
• Sort, scan, and distribute incoming mail; prepare outgoing correspondence and perform occasional mail runs or bank errands.
• Attend and support staff meetings with planning, note taking, or follow-up tasks.
• Operate standard office equipment and demonstrate comfort with software tools and digital platforms.
• Monitor supply levels across offices and maintain a well-stocked, organized inventory system.
• Conduct vendor research and support other operational needs as assigned.
• Help coordinate travel arrangements and support event logistics.
• Respond to phone calls appropriately—take accurate messages and route inquiries to the right team members.
• Contribute to improving office systems and procedures through initiative and attention to detail.
• Fulfill additional administrative responsibilities as needed.
• Education:
  
  Bachelor’s degree in Business Administration or a related field is a plus, but not a strict requirement.
• Experience:
  
  At least 3 years of office administration experience, preferably in a healthcare or human services setting.
• Excellent organizational skills and ability to manage time efficiently.
• Professional communication skills—both verbal and written.
• High attention to detail and accuracy.
• Capable of handling sensitive information with discretion.
• Comfortable juggling multiple priorities in a fast-paced setting.
• Strong interpersonal skills with a collaborative approach.

• Ability to sit for extended periods and work on a computer.
• Must be able to lift up to 15 pounds occasionally.

If you thrive in a support role and enjoy helping a team stay organized and efficient, this could be a great opportunity. We’d love to learn more about what you bring to the table—