Operations Administrator

POSITION OVERVIEW: The Operations Administrator is responsible for providing a high level of administrative support to the members of the Administrative Department. The Operations Administrator completes clerical and administrative tasks that improve the efficiency and functionality of the organization. Serve as a liaison to the board of directors, senior management teams and/or other assigned leadership staff; organizes and coordinates executive outreach and special projects.

QUALIFICATIONS AND SKILLS:

• Two to three years experience in administrative/clerical, office management or business data development required
• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite and other relevant software
• Detail-oriented with high accuracy standards and attention to detail
• Ability to prioritize tasks and manage multiple demands
• Professional demeanor and strong work ethic
• Flexible hours as dictated by the needs of business for projects and meetings.
• Bilingual in Spanish, Cantonese, or Mandarin a plus.

RESPONSIBILITIES:

• Provide a high level administrative support and assistance to the Executive Office and or/other assigned leadership staff.
• Draft letter/memos and prepare correspondence for internal announcements.
• Schedule and attend meetings on behalf of leadership staff, take notes and record minutes.
• Coordinate logistics for meetings, including scheduling, sending reminders and organizing catering including set-up and clean up (ex: bi-monthly Board Meetings, Leadership and Management Team meetings, etc.)
• Maintain comprehensive and accurate administrative files and records.
• Assist with coordination of special events.
• Maintain and distribute Board minutes and other materials.
• Update Senior Leadership, Leadership and Management Team email listings.
• Provide receptionist/front desk coverage as needed.
• Monitor the operation and maintenance of office equipment.
• Receive and distribute incoming and outgoing mail.
• Enter daily cash deposits and prepare deposits for pick-up.
• Distribute, replenish and reconcile petty cash; prepare executive staffs reconciliations.
• Manage internal and external space requests
• Liaise with facilities and program staff to meet all spacing needs.
• Process rentals including paperwork, payment and communication with renters.
• Processes purchase orders for all departments of the organization
• Places orders with vendors
• Develops vendor relationships for the organization
• Researches best prices, controls bid threshold
• Enters purchase orders in the system
• Matches all delivery receipts and invoices with purchase orders
• Reviews purchase orders and payment request for proper authorizations
• Maintains a vendor catalog library
• Establish an inventory control system for all supplies to ensure cost effective ordering and appropriate availability.
• Maintain adequate and appropriate office supplies for the agency. Order supplies as needed.
• Prepare monthly cost analysis report (ex: postage meter usage).
• Support in timely coding of invoices using Doclink system for bill payments.
• Engage in professional development and apply learned knowledge towards using evidence-based best practices
• Engage in data analysis processes conducted by the Evaluation and Quality team to determine strengths and areas for improvement and follow action steps in the Continuous Quality Improvement (CQI) process.
• Participate in community building activities sponsored by program and agency and encourage participants to support these activities.
• Perform other related duties as assigned.

WORKING CONDITIONS: Typical office environment, with frequent travel to multiple Hudson Guild sites. Requires frequent sitting, standing, walking, talking, hearing & reaching. Occasional stooping, crouching, and kneeling.

PHYSICAL REQUIREMENTS: Must be able to occasionally lift and/or move up to 25 pounds. Ability to read printed materials and computer screens. Able to operate a computer keyboard, mouse, & other office equipment.