Operations Assistant

McCarthy Building Companies, Inc. POSITION SUMMARY

The Operations Assistant serves as the first point of contact for all visitors and plays a critical role in creating a welcoming, professional, and service-oriented office environment. This position is responsible for front desk reception, administrative support, and day-to-day office operations to ensure a business-ready workplace that reflects our core values. The ideal candidate is friendly, highly professional, detail-oriented, and thrives in a fast-paced, people-focused environment.

• Cultivate an atmosphere of openness, inclusivity, and professionalism for all visitors, internal partners, and external stakeholders.
• Welcome, check in, and log visitors in a warm and friendly manner; answer inquiries and direct visitors to meeting spaces and parking assignments or validations.
• Serve as the primary operator of the multi-line phone system, answering and directing incoming calls in a polite and professional manner.
• Demonstrate reliability by attending all assigned shifts on time.
• Maintain a clean, safe, and organized reception area and immediate surroundings.
• Open, date stamp, sort, scan, and distribute incoming mail; notify staff of incoming packages and ensure timely distribution.
• Prepare and coordinate outgoing mail and packages using courier services (UPS, Fed Ex, etc.) and assist staff with shipping needs.
• Operate office equipment and coordinate vendor repairs as needed.
• Communicate regularly with office vendors, including plants, coffee service, repairs, and building services.
• Serve as the primary point of contact for building-related issues, submitting work orders to building management and coordinating access badges and vendor access.

• Provide general clerical and administrative support to the office.
• Manage incoming and outgoing email and mail correspondence.
• Maintain Outlook calendars for conference rooms and catering deliveries.
• Assist staff with booking and setting up conference rooms for meetings.
• Process invoices for payment in a timely and accurate manner.
• Support internal events, including Open Houses, client meetings, Bell ringers, and happy hours.

• Maintain and stock office spaces, breakrooms, kitchens, fridges, and training rooms to ensure a consistently business-ready environment.
• Coordinate with building maintenance for cleaning and trash removal before, during, and after office events.
• Support preventative and corrective maintenance of office appliances and assets in partnership with appropriate departments.
• Arrange and manage internal meeting logistics, including lunches, refreshments, materials, and supplies.
• Coordinate and manage internal events, serving as a primary planner for select team-building initiatives in collaboration with leadership.
• Partner with the Marketing team to curate content for office monitors and maintain weekly event calendars.
• Maintain high standards for cleanliness, organization, and aesthetics throughout the office.
• Coordinate seasonal office décor, including setup, rotation, and removal.
• Perform additional duties and special projects as assigned.

• Consistently friendly and professional demeanor with strong customer-service orientation.
• Ability to handle sensitive and confidential information with discretion.
• Strong teamwork and relationship-building skills, including collaboration and conflict management.
• Ability to work effectively in a fast-paced environment.
• Flexible and adaptable; responds calmly to changing priorities, direction, and schedules.
• Excellent organizational, communication, and attention-to-detail skills.
• Ability to prioritize multiple tasks and complete work with minimal supervision.
• Proactive problem-solver with sound judgment and common sense.
• Professional and polished appearance.
• High School Diploma or higher.
• Prior administrative or clerical experience preferred.
• Proficiency in Microsoft Office Suite.
• Typing speed of 3540 WPM.
• Ability to frequently sit, stand, or walk for extended periods.
• Frequent use of hands and fingers.
• Ability to frequently lift 520 pounds and occasionally lift up to 50 pounds.
• Ability to stoop, reach, squat, bend, kneel, push, and pull as required.

McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.