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. Core Duties 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, notetaking, 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. Physical Expectations Ability to sit for extended periods and work on a computer. Must be able to lift up to 15 pounds occasionally. Why Join Us? 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— #J-18808-Ljbffr