Operations Assistant

Life'sWork of Western PA • Pittsburgh, PA

18h • Onsite

About The Position

Provides 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.

Requirements

• Proficiency with Microsoft Office Suite
• Strong computer skills with the ability to learn and adapt to new technologies, software, and systems quickly
• Exceptional organizational and time management skills with strong attention to detail
• Strong verbal and written communication skills with the ability to communicate professionally across all levels of the organization
• Excellent interpersonal skills with a personable, approachable, and engaging demeanor
• Demonstrated customer service mindset and commitment to providing positive experience for employees, visitors, vendors, and stakeholders
• Demonstrated ability to follow policies, procedures, and compliance requirements
• Reliable, dependable, and committed to meeting deadlines and organizational expectations
• Previous experience in office administration, office management, or operations support
• High school diploma or GED required

Nice To Haves

• associate's degree, bachelor's degree, or equivalent post-secondary education preferred

Responsibilities

• Coordinate and facilitate fire drills and emergency preparedness activities
• Ensure compliance with workplace safety policies and procedures
• Serve as point of contact for property management, landlords, building maintenance, and external vendors
• Assist with business continuity and emergency response planning
• Manage fleet vehicle insurance documentation and renewal processes
• Maintain and distribute vehicle insurance packets and registration materials
• Receive, document, and process vehicle incident and accident reports
• Maintain vehicle usage records and compliance documentation
• Configure and deploy computers, laptops, monitors, and peripheral equipment for new hires and existing staff
• Provide support for internal phone and voicemail systems
• Manage Canva accounts, templates, and organizational branding resources
• Provide front desk and reception coverage, including visitor management
• Support Board of Directors meetings by coordinating logistics, preparing materials, and maintaining records
• Manage office supply inventory, ordering, and vendor relationships
• Oversee administrative contracts, vendor agreements, and renewal tracking
• Maintain and regularly update the internal employee directory and organizational contact lists
• Process incoming and outgoing mail, packages, and deliveries
• Assist with audit preparation by gathering, organizing, and maintaining required documentation
• Coordinate meeting scheduling, conference room reservations, and event logistics
• Support cross-functional projects and organizational initiatives
• Exercise sound judgment and maintain confidentiality regarding sensitive information
• Build and maintain positive working relationships with employees, vendors, and external stakeholders
• Prioritize multiple responsibilities while meeting deadlines and organizational needs
• Provide exceptional customer service and operational support across departments
• Perform other duties and special projects assigned to support organizational objectives

Benefits

• All required training will be provided upon hire. Training will be provided by Life’s Work, and/or another approved provider.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED