About this opportunity
Urban Affairs Coalition lists this Operations Assistant opportunity in philadelphia, Pennsylvania. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Operations AssistantThe 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 & AdministrationMonitor, prioritize, and respond to operational requests across IT, procurement, and facilitiesSupport the development, implementation, and refinement of organizational policies and proceduresMaintain and distribute operational calendars, reports, and project updatesPresent updates, issues, and recommendations during meetings and in response to internal requestsProcurement & Vendor ManagementConduct vendor, product, and pricing research to inform cost-effective purchasing decisionsPrepare, process, and track requisitions, purchase orders, and invoices using NetSuiteMaintain vendor records, pricing catalogs, and purchasing documentationCoordinate with vendors and sites to manage deliveries, resolve discrepancies, and ensure timely fulfillmentMonitor compliance with organizational procurement policies and proceduresFinancial Tracking & ReportingReconcile expense reports, receipts, and financial documentation on a monthly basisIdentify and resolve billing discrepancies and variancesMaintain accurate records of purchases, inventory, and site expendituresFacilities, Inventory & Equipment ManagementSupport inventory tracking and ensure appropriate supply levels across sitesAssist with maintenance, storage, and organization of office equipment and suppliesIdentify and address operational issues impacting workplace efficiencyCoordinate logistics related to deliveries, storage, and equipment distributionTechnology & Systems SupportProvide first-level IT support to staff across sitesAssist in advancing a paperless work environment through improved systems and processesSupport staff with technology onboarding, including hardware and software orientationStaff Support & OnboardingAssist with onboarding and offboarding processes, including equipment distribution, access, and documentationProvide training on office systems and conduct site orientations for new staffCross-Functional Operations SupportParticipate in site visits, operational readiness efforts, and organizational initiativesCollaborate with internal teams and external partners to ensure seamless service deliveryPerform additional duties as needed to support organizational goalsEducation & ExperienceBachelor's degree in Business or related field preferred, or equivalent experienceDemonstrated experience in administrative, operational, or procurement rolesSkills & AbilitiesStrong proficiency in Microsoft Office and ability to learn new systems (e.g., NetSuite)Excellent organizational, analytical, and problem-solving skillsAbility to manage multiple priorities, meet deadlines, and work independentlyStrong written and verbal communication skills with diverse stakeholdersHigh level of professionalism, discretion, and confidentialityAbility to analyze data and support informed decision-makingWork RequirementsAbility to travel between sites and work flexible hours as neededValid driver's license requiredAbility to lift up to 25 pounds and remain active (sitting, standing, walking) for extended periods
Worksite address
philadelphia, PA, 19102, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.