Operations Assistant

Department: Core - Business Infrastructure & Operations

Location: Austin, USA

We are seeking a highly organized, proactive, and adaptable Operations Assistant to manage the day-to-day operations of our Austin office. Reporting into the Business Infrastructure & Operations (BIO) team, this role will be responsible for ensuring a functional, welcoming, and engaging environment for employees and visitors. The Operations Assistant will support vendor management, facilities needs, and operational support. The ideal candidate thrives in a fast-growing company, balancing attention to detail with excellent communication and problem-solving skills.

• Coordinate all aspects relating to the smooth running of the premise and facilities of the Austin HQ, under the direction of the Office Coordinator, BIO Manager, and/or the Regional Director
• Meet and greet clients and visitors to the office, ensure prior clearance and routing (including use of the Receptionist visitor management kiosk) of such parties in accordance with Company policies
• Manage daily office operations, including supply inventory, kitchen restocking, mail/package handling, and equipment upkeep
• Help to oversee Operations ticketing system and Teams channels, responding promptly to employee requests and prioritizing effectively
• Maintain a secure and safe environment by monitoring visitor access and issuing visitor badges in accordance with company policies
• Identify and help to resolve facilities & workplace maintenance issues through the Company Portal or the use of third-party service providers
• Proactively manage office procurement, kitchen supplies, and catering to ensure staff needs are met

• Manage and cultivate relationships with our suppliers, on-site property management team, TRS building team, and service providers
• Assist BIO Manager in planning and reporting on yearly or quarterly budget for local office activities and purchasing
• Assist the BIO Coordinator with planning & execution of all internal staff social events, offsites and holiday dinners and parties
• Understand, implement, and educate team on correct practices for operational tasks and processes, working closely with the BIO Coordinator / BIO Manager or central teams where appropriate (e.g., expense policy, booking travel, meeting room use)
• Creating and managing Company Purchase Orders (POs), handling vendor invoices, and end-of-month credit card reconciliation
• Collaborate closely with various departments to support administrative needs and facilitate seamless communication within the organization

• Minimum of 2 years of experience in administrative support, facilities coordinator, office operations, hospitality, workplace services, or a related field
• Team player with strong interpersonal skills, positive attitude and the ability to build effective relationships at all levels
• Excellent coordination, time management and organizational skills; excellent communication skills; strong attention to detail
• Must be proactive – a self-starter, comfortable using their initiative and working autonomously, able to troubleshoot and problem-solve
• Evidence of having a passion for working with people and working beyond the confines of the job description
• Experience creating and managing purchase orders, invoices, supplier records, or other procurement-related processes
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams

We strongly encourage women and candidates from diverse backgrounds to apply. There is evidence that people from under-represented groups may be less likely to apply unless they meet virtually every selection criterion. We urge candidates who meet at least some of the criteria to…