Office Operations Assistant

Catalyst HRE•Pensacola, FL

21h•$20 - $20•Onsite

About The Position

The Office Operations Assistant serves as a key member of the Catalyst team, providing administrative and operational support across all departments. This role is responsible for ensuring the office operates efficiently while helping teams stay organized, connected, and productive. The Office Operations Assistant serves as the face of the organization for visitors, clients, and vendors, while supporting day-to-day office operations and maintaining a professional, welcoming workplace environment. This position requires a proactive, service-oriented individual who enjoys working with people, managing multiple priorities, and supporting a fast-paced organization. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, and a willingness to assist wherever needed to contribute to the overall success of the team.

Requirements

High School diploma or equivalent required.
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 capable of working independently.
Ability to exercise sound judgment, solve problems, and take initiative.
Comfortable 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

Serve as the receptionist for the office, greeting visitors, applicants, and guests in a professional and welcoming manner.
Answer and direct incoming phone calls, take messages, and route inquiries to the appropriate team members.
Manage incoming and outgoing mail, packages, and deliveries through USPS, UPS, FedEx, and other carriers.
Maintain office cleanliness, organization, and appearance, including conference rooms, common areas, and kitchen spaces.
Order, stock, and manage office supplies and inventory to ensure operational needs are met.
Perform general clerical duties, including filing, data entry, typing, scanning, copying, and document preparation.
Prepare letters, memos, reports, presentations, and forms based on written or verbal instructions.
Assist with operating and troubleshooting standard office equipment, including copiers, scanners, phones, voicemail systems, and computers.
Maintain physical and electronic filing systems and ensure records are organized and easily accessible.
Assist in coordinating conference room reservations and office scheduling needs.
Handle bank deposits and process checks as directed by the Accounting and Finance team.
Support daily administrative activities across all Catalyst departments.
Serve as a point of contact for office and building-related issues while coordinating with the Property Manager and People Operations Manager.
Assist departments with special projects and additional administrative responsibilities as needed.
Help foster a positive, organized, and efficient office environment that supports collaboration across the organization.
Assist the Culture Committee on events such as employee recognition programs and employee moral events.