Office Operations Assistant

Defensewerx; Florida; On-site; USD 19,000 - 28,000; Part time

Job summary

DEFENSEWERX seeks a part-time Office Operations Assistant for the Doolittle Institute facility in Niceville, FL. You will greet visitors, manage front desk duties, and support daily facility operations while coordinating AV needs and ensuring a welcoming environment.

The role requires 1–3 years of relevant experience, strong communication, and flexibility to open/close shifts. Proficiency with Microsoft Office and basic IT troubleshooting is expected.

Qualifications

• High school diploma or equivalent required; 1–3 years of experience in a front desk/administrative role preferred.
• Strong customer service, organizational, written and verbal communication abilities.
• Flexibility to open/close and adapt to changing schedules.
• Experience with Microsoft Office, phone systems, AV tech, and basic IT troubleshooting.

Responsibilities

• Serve as the primary contact for visitors, customers, and callers with professional reception and service.
• Coordinate meeting/event space readiness and assist with technology and AV equipment.
• Provide basic troubleshooting for meeting room tech and facility equipment.
• Open and close the facility, ensuring operational readiness and safety procedures.
• Monitor operations, report maintenance needs, and coordinate with service providers.
• Maintain inventories and replenish supplies to support daily operations.
• Communicate effectively with customers, vendors, and team members in a fast-paced environment.
• Exercise judgment and adapt to changing priorities with minimal supervision.
• Collaborate with coworkers to support meetings, events, and day-to-day operations.
• Perform other duties as assigned to support facility needs.

Skills

Customer service

Written communication

Verbal communication

Scheduling flexibility

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Multi-line phone systems

AV equipment support

Basic IT troubleshooting

Job description

JOB SUMMARY:

This part-time role serves as the first point of contact for visitors, customers, and partners at the Doolittle Institute’s 21,000-square-foot high-tech facility in Niceville, Florida. The Office Operations Assistant is responsible for creating a welcoming and professional experience while supporting daily front desk operations, facility readiness, and customer service activities. Responsibilities include managing incoming calls and visitors, coordinating basic facility support, assisting with audiovisual and technology needs, maintaining common areas, and helping ensure facility security through adherence to established policies and procedures.

ESSENTIAL FUNCTIONS:

• Serve as the primary point of contact for visitors, customers, and callers, providing professional reception, information, and customer service support
• Coordinate meeting and event space readiness by preparing rooms, assisting with technology and audiovisual equipment, monitoring facility conditions, and performing post-event room resets and cleanup
• Provide basic troubleshooting and user support for meeting room technology, audiovisual systems, and facility equipment
• Open and close the facility as needed, ensuring operational readiness and adherence to established safety and security procedures
• Monitor facility operations, identify maintenance or safety concerns, and coordinate appropriate corrective action with internal or external service providers
• Maintain inventories of office, kitchen, and event-related supplies; replenish items as needed to support daily operations
• Communicate effectively and professionally with customers, visitors, vendors, and team members while delivering exceptional service in a fast-paced environment
• Exercise sound judgment, adaptability, and initiative to manage changing priorities, resolve routine issues, and complete tasks with minimal supervision
• Collaborate with coworkers and support cross-functional activities to ensure successful meetings, events, and day-to-day facility operations
• Perform other duties as assigned to support organizational and facility needs

QUALIFICATIONS:

• High school diploma or equivalent, plus 1 to 3 years of experience in a relevant role
• Strong customer service, organizational, written, and verbal communication abilities
• Must have sufficient scheduling flexibility for opening and closing shifts
• Experience with Microsoft Office Suite, multi-line phone systems, audio/visual equipment support, and basic IT troubleshooting
• Ability to perform physical activities associated with facility and event operations, including prolonged periods of walking and standing, moving throughout the facility, handling and stocking supplies, and assisting with the setup, teardown, and reconfiguration of meeting and event spaces

OTHER KEY REQUIREMENTS:

• Ability to pass a background check
• Ability to successfully obtain and maintain a security clearance or successfully obtain and maintain ITAR license
• Must not have any conflicts of interest affecting DWX or its partners
• Strong problem-solving skills and attention to detail
• Positive attitude and great work ethic
• Demonstrated ability to manage multiple priorities in a fast-paced environment and drive results through collaboration
• Desire to serve, mentor, guide, and develop others and promote DWX core values and a positive working environment
• Possess a genuine passion for advancing the DWX mission and creating a sustainable and thriving organization
• Demonstrate initiative, flexibility, and sound judgment when working independently and responding to customer, coworker, and facility needs.

CONDITIONS OF WORK:

• Do whatever it takes to get the job done
• Be a servant leader willing to share credit and own accountability
• Be a part of a team
• Bring a growth mindset and be open to learning and coaching

DEFENSEWERX VALUES:

• Teamwork: Leverage our strengths to achieve our objectives
• Integrity: Honor commitments to all those we serve
• Excellence: Deliver clear and measurable outcomes aligned to program and partner objectives
• Empathy: Truly seek to understand and value others' place and position
• Innovation: Advance the art of the possible

Applications will be accepted from all qualified persons. DEFENSEWERX does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other nonmerit factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact DEFENSEWERX directly.

While this job description is intended to be an accurate reflection of the essential job required, management reserves the rights to modify, add, or remove duties from jobs and to assign other duties as necessary.