Operations Assistant

Title: Operations Assistant

Reports to: Operations Manager

Employment Status: Full
- Time

FLSA Status / Salary: Exempt/ $55000 - $65000

The Operations Assistant provides hands-on administrative and project support to the Operations department. The position leads assigned administrative projects and supports operational tracking, vendor and contract documentation, facilities coordination, office logistics, check deposits, and backup Finance administrative functions.

• Lead assigned administrative projects for the Operations department from intake through completion, including deadlines, documentation, follow-up, and status updates.
• Maintain operational trackers, contract files, renewal calendars, vendor records, certificates of insurance, W-9s, and related documentation.
• Enter, track, and follow up on facilities work orders and repair requests; coordinate vendor access and scheduling as directed.
• Support procurement and RFP administration by collecting quotes, organizing proposals, maintaining files, and tracking approvals.
• Assist with equipment inventory, device issuance and return, workspace setup, office moves, keys/badges, and other operational logistics.
• Coordinate meeting and event logistics as assigned.
• Serve as the primary staff member responsible for preparing and completing check deposits in accordance with IW internal controls and Finance procedures; maintain required deposit documentation.
• Provide backup support to the Front Desk Associate for reception, mail, deliveries, visitor support, and other critical front-desk functions as needed.
• Provide backup administrative support for Finance invoicing and accounts-payable workflow, including invoice intake, scanning/uploading, routing for approval, and documentation. Finance retains coding, accounting review, payment authorization, reconciliation, and financial controls.
• Submit and track routine IT service requests and coordinate with the Operations Manager and outsourced IT vendor as needed.
• Maintain organized electronic and physical Operations records.
• Perform other duties and administrative projects as assigned.

• High school diploma or GED required; associate degree or additional administrative/business training preferred.
• At least two years of administrative, office, operations, facilities, project-support, or related experience preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple deadlines and follow-up items.
• Ability to maintain accurate records and follow established procedures, including financial and confidential-document handling requirements.
• Strong written and verbal communication skills and a professional, service-oriented approach.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls.

The employee is occasionally required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

• Employees receive 14 paid holidays and 21 days of PTO.
• Benefits for full-time employees, those who work 30 hours per week or more,…