Operations Assistant
Urban Affairs Coalition, Phila, PA, United States
Operations Assistant
The Operations Assistant plays a central role in ensuring the effective coordination, execution, and continuous improvement of operational systems across CFH. Working closely with the Fiscal/Operations Director and Operations Specialist, this role supports procurement, financial tracking, facilities coordination, and administrative operations. The position requires a highly organized, detail-oriented professional who can manage multiple priorities, translate complex information into actionable steps, and contribute to a responsive, efficient, and compliant operational environment within a 24/7 service setting.
Operational Coordination & Administration
Monitor, prioritize, and respond to operational requests across IT, procurement, and facilities
Support the development, implementation, and refinement of organizational policies and procedures
Maintain and distribute operational calendars, reports, and project updates
Present updates, issues, and recommendations during meetings and in response to internal requests
Procurement & Vendor Management
Conduct vendor, product, and pricing research to inform cost-effective purchasing decisions
Prepare, process, and track requisitions, purchase orders, and invoices using NetSuite
Maintain vendor records, pricing catalogs, and purchasing documentation
Coordinate with vendors and sites to manage deliveries, resolve discrepancies, and ensure timely fulfillment
Monitor compliance with organizational procurement policies and procedures
Financial Tracking & Reporting
Reconcile expense reports, receipts, and financial documentation on a monthly basis
Identify and resolve billing discrepancies and variances
Maintain accurate records of purchases, inventory, and site expenditures
Facilities, Inventory & Equipment Management
Support inventory tracking and ensure appropriate supply levels across sites
Assist with maintenance, storage, and organization of office equipment and supplies
Identify and address operational issues impacting workplace efficiency
Coordinate logistics related to deliveries, storage, and equipment distribution
Technology & Systems Support
Provide first-level IT support to staff across sites
Assist in advancing a paperless work environment through improved systems and processes
Support staff with technology onboarding, including hardware and software orientation
Staff Support & Onboarding
Assist with onboarding and offboarding processes, including equipment distribution, access, and documentation
Provide training on office systems and conduct site orientations for new staff
Cross-Functional Operations Support
Participate in site visits, operational readiness efforts, and organizational initiatives
Collaborate with internal teams and external partners to ensure seamless service delivery
Perform additional duties as needed to support organizational goals
Education & Experience
Bachelor's degree in Business or related field preferred, or equivalent experience
Demonstrated experience in administrative, operational, or procurement roles
Skills & Abilities
Strong proficiency in Microsoft Office and ability to learn new systems (e.g., NetSuite)
Excellent organizational, analytical, and problem-solving skills
Ability to manage multiple priorities, meet deadlines, and work independently
Strong written and verbal communication skills with diverse stakeholders
High level of professionalism, discretion, and confidentiality
Ability to analyze data and support informed decision-making
Work Requirements
Ability to travel between sites and work flexible hours as needed
Valid driver's license required
Ability to lift up to 25 pounds and remain active (sitting, standing, walking) for extended periods
The Operations Assistant plays a central role in ensuring the effective coordination, execution, and continuous improvement of operational systems across CFH. Working closely with the Fiscal/Operations Director and Operations Specialist, this role supports procurement, financial tracking, facilities coordination, and administrative operations. The position requires a highly organized, detail-oriented professional who can manage multiple priorities, translate complex information into actionable steps, and contribute to a responsive, efficient, and compliant operational environment within a 24/7 service setting.
Operational Coordination & Administration
Monitor, prioritize, and respond to operational requests across IT, procurement, and facilities
Support the development, implementation, and refinement of organizational policies and procedures
Maintain and distribute operational calendars, reports, and project updates
Present updates, issues, and recommendations during meetings and in response to internal requests
Procurement & Vendor Management
Conduct vendor, product, and pricing research to inform cost-effective purchasing decisions
Prepare, process, and track requisitions, purchase orders, and invoices using NetSuite
Maintain vendor records, pricing catalogs, and purchasing documentation
Coordinate with vendors and sites to manage deliveries, resolve discrepancies, and ensure timely fulfillment
Monitor compliance with organizational procurement policies and procedures
Financial Tracking & Reporting
Reconcile expense reports, receipts, and financial documentation on a monthly basis
Identify and resolve billing discrepancies and variances
Maintain accurate records of purchases, inventory, and site expenditures
Facilities, Inventory & Equipment Management
Support inventory tracking and ensure appropriate supply levels across sites
Assist with maintenance, storage, and organization of office equipment and supplies
Identify and address operational issues impacting workplace efficiency
Coordinate logistics related to deliveries, storage, and equipment distribution
Technology & Systems Support
Provide first-level IT support to staff across sites
Assist in advancing a paperless work environment through improved systems and processes
Support staff with technology onboarding, including hardware and software orientation
Staff Support & Onboarding
Assist with onboarding and offboarding processes, including equipment distribution, access, and documentation
Provide training on office systems and conduct site orientations for new staff
Cross-Functional Operations Support
Participate in site visits, operational readiness efforts, and organizational initiatives
Collaborate with internal teams and external partners to ensure seamless service delivery
Perform additional duties as needed to support organizational goals
Education & Experience
Bachelor's degree in Business or related field preferred, or equivalent experience
Demonstrated experience in administrative, operational, or procurement roles
Skills & Abilities
Strong proficiency in Microsoft Office and ability to learn new systems (e.g., NetSuite)
Excellent organizational, analytical, and problem-solving skills
Ability to manage multiple priorities, meet deadlines, and work independently
Strong written and verbal communication skills with diverse stakeholders
High level of professionalism, discretion, and confidentiality
Ability to analyze data and support informed decision-making
Work Requirements
Ability to travel between sites and work flexible hours as needed
Valid driver's license required
Ability to lift up to 25 pounds and remain active (sitting, standing, walking) for extended periods