Business Operations Specialist

Job Summary:

The Business Operations Specialist will play a critical role in ensuring smooth and efficient office operations, providing front desk support, managing inventory and purchasing, coordinating staff engagement initiatives, and maintaining various operational systems. This individual will serve as the primary point of contact for office-related needs, and support program activities. We’re seeking someone who is not only organized and detail-oriented but also warm, welcoming, and enthusiastic about helping others. A successful candidate will have strong people skills, a friendly demeanor, and a commitment to creating a positive experience for staff and visitors alike.

Key Responsibilities:

1. Front Desk Management:

• Greet and assist visitors, answer phones, and manage front desk operations to create a welcoming environment.
• Update and maintain the phone list and ensure information accuracy for effective communication.
• Enter new children into the ProCare system, manage home visit sign-out log, and ensure data accuracy.

1. Inventory & Purchasing:

• Oversee the ordering and organization of office supplies, toolkits, food, books, and vending needs.
• Monitor inventory levels and work with vendors to ensure timely replenishment of essential items.

1. Employee Engagement Involvement:

• Coordinate and distribute birthday and anniversary cards and maintain the anniversary board with timely updates.
• Prepare and distribute welcome bags for new hires, creating a positive onboarding experience.
• Serve on the Employee Appreciation Committee

1. Kitchen & Food Event Support:

• Provide kitchen coverage as needed, ensuring setup for food events and special occasions.
• Assist with menu planning, site entry, and distribution for food-related events.
• Complete and submit CACFP paperwork as required and support food purchasing needs.

1. Toolkit & Birthday Gift Management:

• Manage the filling, organization, and replenishment of toolkits.
• Prepare birthday gifts for children and maintain inventory levels for these items.

1. Staff Communication & Calendar Management:

• Create and manage staff mailboxes, ensuring efficient communication within the organization.
• Maintain the all-staff calendar with birthdays, anniversaries, and other key dates, keeping staff informed and engaged.

1. Mail and Library Management:

• Sort, organize, and distribute incoming and outgoing mail.
• Oversee the library’s organization, ensuring resources are available and accessible to staff.

Qualifications:

• High School diploma.
• Valid Driver's License.
• 2 years of experience in office administration, customer service, or a related role.
• Strong organizational and time management skills with a keen attention to detail.
• Excellent communication and interpersonal skills, with a warm, friendly, and approachable demeanor.
• A people-person attitude, with a bubbly personality and willingness to go the extra mile to assist staff, visitors, and guests.
• Proficiency in Microsoft Office Suite, Google Workspace, and familiarity with ProCare or other similar software.
• Ability to handle sensitive information confidentially and professionally.
• Enthusiasm for supporting a collaborative, well-organized, and welcoming office environment.

This position is ideal for someone who loves creating a positive atmosphere, is eager to help, and enjoys interacting with people daily.

Please apply directly on our website at : https://penfieldchildren.org/careers/