Operations Assistant

Greater Philadelphia Urban Affairs; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Job summary

Greater Philadelphia Urban Affairs is seeking an Operations Assistant to coordinate and improve operational systems across CFH, supporting procurement, financial tracking, facilities, and admin tasks in a 24/7 service setting.

You will work with the Fiscal/Operations Director and Operations Specialist to manage multiple priorities, maintain records, and ensure compliant processes while delivering timely updates.

Qualifications

• Bachelor’s degree in Business or related field preferred, or equivalent experience.
• Demonstrated experience in administrative, operational, or procurement roles.

Responsibilities

• 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.
• 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.
• 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.

Skills

Microsoft Office proficiency

Organizational skills

Analytical skills

Communication skills

Problem-solving

Discretion and confidentiality

Ability to learn new systems (NetSuite

Education

Bachelor’s degree in Business or related field

Tools

NetSuite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Assistant

Active - Regular full-time PHILADELPHIA, PA, US

30+ days ago Requisition ID: 1244

Position Overview

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
• 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
• 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
• 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