Operations Assistant

Administrative Support CoordinatorProvides comprehensive administrative, operational, and organizational support across multiple functional areas, including information technology, facilities, safety, risk management, compliance, contracts, and fleet management. Serves as a central point of coordination for office operations, front desk reception, employee support, and internal and external communications.Essential Duties/Responsibilities:Facility OperationsCoordinate and facilitate fire drills and emergency preparedness activitiesEnsure compliance with workplace safety policies and proceduresServe as point of contact for property management, landlords, building maintenance, and external vendorsAssist with business continuity and emergency response planningFleet Vehicle AdministrationManage fleet vehicle insurance documentation and renewal processesMaintain and distribute vehicle insurance packets and registration materialsReceive, document, and process vehicle incident and accident reportsMaintain vehicle usage records and compliance documentationInformation Technology SupportConfigure and deploy computers, laptops, monitors, and peripheral equipment for new hires and existing staffProvide support for internal phone and voicemail systemsManage Canva accounts, templates, and organizational branding resourcesAdministrative OperationsProvide front desk and reception coverage, including visitor managementSupport Board of Directors meetings by coordinating logistics, preparing materials, and maintaining recordsManage office supply inventory, ordering, and vendor relationshipsOversee administrative contracts, vendor agreements, and renewal trackingMaintain and regularly update the internal employee directory and organizational contact listsProcess incoming and outgoing mail, packages, and deliveriesAssist with audit preparation by gathering, organizing, and maintaining required documentationCoordinate meeting scheduling, conference room reservations, and event logisticsSupport cross-functional projects and organizational initiativesGeneral ResponsibilitiesExercise sound judgment and maintain confidentiality regarding sensitive informationBuild and maintain positive working relationships with employees, vendors, and external stakeholdersPrioritize multiple responsibilities while meeting deadlines and organizational needsProvide exceptional customer service and operational support across departmentsPerform other duties and special projects assigned to support organizational objectivesAll required training will be provided upon hire. Training will be provided by Life's Work, and/or another approved provider.RequirementsProficiency with Microsoft Office SuiteStrong computer skills with the ability to learn and adapt to new technologies, software, and systems quicklyExceptional organizational and time management skills with strong attention to detailStrong verbal and written communication skills with the ability to communicate professionally across all levels of the organizationExcellent interpersonal skills with a personable, approachable, and engaging demeanorDemonstrated customer service mindset and commitment to providing positive experience for employees, visitors, vendors, and stakeholdersDemonstrated ability to follow policies, procedures, and compliance requirementsReliable, dependable, and committed to meeting deadlines and organizational expectationsEducation and Experience:Previous experience in office administration, office management, or operations supportHigh school diploma or GED required; associate's degree, bachelor's degree, or equivalent post-secondary education preferred.Physical Requirements:Ability to perform work in an office environment with prolonged periods of sitting and computer use.Ability to use a computer, telephone, copier, printer, and other standard office equipment.Ability to lift, carry, push, or pull up to 20 pounds on an occasional basis, such as office supplies, files, packages, or equipment.Life's Work takes pride in its status as an Equal Opportunity Employer. Our policies, applicable to both current team members and prospective candidates, prohibit discrimination based on race, color, religious creed, disability, ancestry, national origin, age, sex assigned at birth, sexual orientation, transgender identity, gender transition, gender identity, gender expression, military or veteran status.