Operations Assistant

Job Description

Job Description

Position Overview

The Operations Assistant plays a central role in ensuring the effective coordination, execution, and continuous improvement of operational systems across CFH. Working closely with the Fiscal/Operations Director and Operations Specialist, this role supports procurement, financial tracking, facilities coordination, and administrative operations. The position requires a highly organized, detail-oriented professional who can manage multiple priorities, translate complex information into actionable steps, and contribute to a responsive, efficient, and compliant operational environment within a 24/7 service setting.

Operational Coordination & Administration

• Monitor, prioritize, and respond to operational requests across IT, procurement, and facilities
• Support the development, implementation, and refinement of organizational policies and procedures
• Maintain and distribute operational calendars, reports, and project updates
• Present updates, issues, and recommendations during meetings and in response to internal requests

Procurement & Vendor Management

• Conduct vendor, product, and pricing research to inform cost-effective purchasing decisions
• Prepare, process, and track requisitions, purchase orders, and invoices using NetSuite
• Maintain vendor records, pricing catalogs, and purchasing documentation
• Coordinate with vendors and sites to manage deliveries, resolve discrepancies, and ensure timely fulfillment
• Monitor compliance with organizational procurement policies and procedures

Financial Tracking & Reporting

• Reconcile expense reports, receipts, and financial documentation on a monthly basis
• Identify and resolve billing discrepancies and variances
• Maintain accurate records of purchases, inventory, and site expenditures

Facilities, Inventory & Equipment Management

• Support inventory tracking and ensure appropriate supply levels across sites
• Assist with maintenance, storage, and organization of office equipment and supplies
• Identify and address operational issues impacting workplace efficiency
• Coordinate logistics related to deliveries, storage, and equipment distribution

Technology & Systems Support

• Provide first-level IT support to staff across sites
• Assist in advancing a paperless work environment through improved systems and processes
• Support staff with technology onboarding, including hardware and software orientation

Staff Support & Onboarding

• Assist with onboarding and offboarding processes, including equipment distribution, access, and documentation
• Provide training on office systems and conduct site orientations for new staff

Cross-Functional Operations Support

• Participate in site visits, operational readiness efforts, and organizational initiatives
• Collaborate with internal teams and external partners to ensure seamless service delivery
• Perform additional duties as needed to support organizational goals

Education & Experience

• Bachelor’s degree in Business or related field preferred, or equivalent experience
• Demonstrated experience in administrative, operational, or procurement roles

Skills & Abilities

• Strong proficiency in Microsoft Office and ability to learn new systems (e.g., NetSuite)
• Excellent organizational, analytical, and problem-solving skills
• Ability to manage multiple priorities, meet deadlines, and work independently
• Strong written and verbal communication skills with diverse stakeholders
• High level of professionalism, discretion, and confidentiality
• Ability to analyze data and support informed decision-making

Work Requirements

• Ability to travel between sites and work flexible hours as needed
• Valid driver’s license required
• Ability to lift up to 25 pounds and remain active (sitting, standing, walking) for extended periods