Office Operations Assistant

Catalyst HRE•Pensacola, FL

About The Position

The Office Operations Assistant provides administrative and operational support across all departments, helping ensure the office runs efficiently and teams stay organized, connected, and productive. The role serves as the organization’s welcoming point of contact for visitors, clients, and vendors, and supports day-to-day office operations while maintaining a professional workplace. The position calls for a proactive, service-oriented person who enjoys working with people, managing multiple priorities, and assisting a fast-paced organization. The successful candidate will bring strong organizational skills, attention to detail, professionalism, and a willingness to help wherever needed. The role also supports a positive and collaborative office environment and assists the Culture Committee with employee recognition and morale events.

Requirements

High school diploma or equivalent.
Proficiency with Microsoft Office applications and general computer operations.
Working knowledge of standard office procedures and practices.
Strong communication, interpersonal, and customer service skills.
Excellent organizational and time management abilities.
High attention to detail and accuracy.
Ability to manage multiple tasks and priorities effectively.
Self-motivated, dependable, and able to work independently.
Ability to exercise sound judgment, solve problems, and take initiative.
Comfort working with employees at all levels of the organization.
Ability to work effectively as part of a collaborative team.
Availability to work the established schedule of 9:00 a.m. to 3:00 p.m.

Nice To Haves

1–2 years of administrative, clerical, customer service, or office support experience preferred.
Experience in a professional office environment.
Previous receptionist or front desk experience.
Experience managing office supplies, mail services, or facilities-related coordination.
Experience supporting multiple departments within a growing organization.
Familiarity with office equipment, filing systems, and administrative processes.
Customer-facing experience in a service-oriented role.

Responsibilities

Greet visitors, applicants, and guests professionally as the office receptionist.
Answer and direct incoming phone calls, take messages, and route inquiries to appropriate team members.
Manage incoming and outgoing mail, packages, and deliveries using USPS, UPS, FedEx, and other carriers.
Maintain the cleanliness, organization, and appearance of conference rooms, common areas, and kitchen spaces.
Order, stock, and manage office supplies and inventory.
Perform clerical duties such as filing, data entry, typing, scanning, copying, and document preparation.
Prepare letters, memos, reports, presentations, and forms from written or verbal instructions.
Operate and troubleshoot standard office equipment, including copiers, scanners, phones, voicemail systems, and computers.
Maintain physical and electronic filing systems and keep records organized and accessible.
Assist with conference room reservations and office scheduling.
Handle bank deposits and process checks as directed by the Accounting and Finance team.
Support daily administrative activities across all Catalyst departments.
Coordinate office and building-related issues with the Property Manager and People Operations Manager.
Assist departments with special projects and additional administrative responsibilities as needed.
Help maintain a positive, organized, and efficient office environment that supports collaboration.
Assist the Culture Committee with employee recognition programs and employee morale events.