Office Operations Assistant

Catalyst HRE; Pensacola (FL); On-site; USD 19,000 - 25,000; Full time

Benefits offered by this job

Competitive pay

Paid time off

9 company paid holidays

Free downtown parking

Inclusive culture & work-life balance

Transparent leadership

Job summary

Catalyst HRE is seeking an Office Operations Assistant to serve as the welcoming face of the office and provide administrative support across all departments. You will handle front-desk duties, assist with mail, supplies, and general clerical tasks, and help keep the office organized and efficient.

The role requires strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• High School diploma or equivalent required.
• 1–2 years of administrative, clerical, customer service, or office support experience preferred.
• Proficiency with Microsoft Office applications and general computer operations.
• Strong communication, interpersonal, and customer service skills.
• Excellent organizational and time management abilities.
• Ability to manage multiple tasks and priorities effectively.

Responsibilities

• Greet visitors and act as the receptionist for the office.
• Answer and direct incoming calls and route inquiries to teams.
• Manage mail, packages, and deliveries.
• Keep conference rooms, common areas, and kitchen clean and organized.
• Order and stock office supplies; maintain inventories.
• Prepare letters, memos, reports, and presentations.
• Support office equipment operation and troubleshooting.
• Maintain filing systems and records for quick access.
• Coordinate conference room reservations and office scheduling.
• Assist with banking deposits and processing checks as directed.

Skills

Administrative support

Customer service

Microsoft Office

Education

High School diploma

Tools

Microsoft Office

Job description

Catalyst is a national, full-service healthcare real estate investment firm.Our platform of integrated real estate deliverables is specifically designed for the ever-evolving landscape of healthcare.Our team seeks to positively impact healthcare with strategic investment in development, acquisition, and strategy services. For more information, please visit catalysthre.com.

Job Description

The Office Operations Assistant serves as a key member of the Catalyst team, providing administrative and operational support across all departments. This role is responsible for ensuring the office operates efficiently while helping teams stay organized, connected, and productive. The Office Operations Assistant serves as the face of the organization for visitors, clients, and vendors, while supporting day-to-day office operations and maintaining a professional, welcoming workplace environment.
This position requires a proactive, service-oriented individual who enjoys working with people, managing multiple priorities, and supporting a fast-paced organization. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, and a willingness to assist wherever needed to contribute to the overall success of the team

What You’ll Do

• Serve as the receptionist for the office, greeting visitors, applicants, and guests in a professional and welcoming manner.
• Answer and direct incoming phone calls, take messages, and route inquiries to the appropriate team members.
• Manage incoming and outgoing mail, packages, and deliveries through USPS, UPS, FedEx, and other carriers.
• Maintain office cleanliness, organization, and appearance, including conference rooms, common areas, and kitchen spaces.
• Order, stock, and manage office supplies and inventory to ensure operational needs are met.
• Perform general clerical duties, including filing, data entry, typing, scanning, copying, and document preparation.
• Prepare letters, memos, reports, presentations, and forms based on written or verbal instructions.
• Assist with operating and troubleshooting standard office equipment, including copiers, scanners, phones, voicemail systems, and computers.
• Maintain physical and electronic filing systems and ensure records are organized and easily accessible.
• Assist in coordinating conference room reservations and office scheduling needs.
• Handle bank deposits and process checks as directed by the Accounting and Finance team.
• Support daily administrative activities across all Catalyst departments.
• Serve as a point of contact for office and building-related issues while coordinating with the Property Manager and People Operations Manager.
• Assist departments with special projects and additional administrative responsibilities as needed.
• Help foster a positive, organized, and efficient office environment that supports collaboration across the organization.
• Assist the Culture Committee on events such as employee recognition programs and employee moral events.

Qualifications

• High School diploma or equivalent required.
• 1-2 years of administrative, clerical, customer service, or office support experience preferred.
• Proficiency with Microsoft Office applications and general computer operations.
• Working knowledge of standard office procedures and practices.
• Strong communication, interpersonal, and customer service skills.
• Excellent organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and priorities effectively.
• Self-motivated, dependable, and capable of working independently.
• Ability to exercise sound judgment, solve problems, and take initiative.
• Comfortable working with employees at all levels of the organization.
• Ability to work effectively as part of a collaborative team.
• Availability to work the established schedule of 9:00 a.m. to 3:00 p.m.

Preferred Experience

• Experience in a professional office environment.
• Previous receptionist or front desk experience.
• Experience managing office supplies, mail services, or facilities-related coordination.
• Experience supporting multiple departments within a growing organization.
• Familiarity with office equipment, filing systems, and administrative processes.
• Customer-facing experience in a service-oriented role.

Additional Information

• Competitive pay
• Accrue up to 12 days of Paid Time Off
• 9 company paid holidays
• Free downtown parking
• A company culture that breeds inclusiveness and work-life balance
• Transparent leadership

All your information will be kept confidential according to EEO guidelines.

The qualification requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job.

This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel.

It is very important that the successful candidate fit into the Catalyst HRE culture. The company’s values focus on results, creativity, honesty/candor, and strong teamwork. There is a great passion for the work we do.