Operations Assistant

Life’sWork of Western PA; Pittsburgh (Allegheny County); On-site; USD 42,000 - 65,000; Full time

Job summary

Life’s Work of Western PA is seeking an experienced Office Administrator to provide administrative, operational, and organizational support across facilities, information technology, safety, risk management, contracts, and fleet management.

The role serves as the front desk contact, coordinates Board logistics, maintains vendor relationships, manages office supplies, audits documentation, and supports cross‑functional projects while upholding confidentiality and exceptional customer service.

Qualifications

• Previous experience in office administration, office management, or operations support.
• High school diploma or GED required; associate's degree or bachelor's degree preferred.
• Proficiency with Microsoft Office Suite.
• Strong verbal and written communication skills.
• Excellent interpersonal skills with a customer service mindset.
• Demonstrated ability to manage multiple responsibilities and meet deadlines.

Responsibilities

• Coordinate and facilitate fire drills and emergency preparedness activities.
• Ensure compliance with workplace safety policies and procedures.
• Serve as point of contact for property management, landlords, building maintenance, and external vendors.
• Assist with business continuity and emergency response planning.
• Manage fleet vehicle documentation and renewal processes.
• Maintain and distribute vehicle insurance packets and registration materials.
• Receive, document, and process vehicle incident and accident reports.
• Maintain vehicle usage records and compliance documentation.
• Configure and deploy computers, laptops, monitors, and peripheral equipment for new hires and existing staff.
• Provide support for internal phone and voicemail systems.
• Manage Canva accounts, templates, and organizational branding resources.
• Provide front desk and reception coverage, including visitor management.
• Support Board of Directors meetings by coordinating logistics, preparing materials, and maintaining records.
• Manage office supply inventory, ordering, and vendor relationships.
• Oversee administrative contracts, vendor agreements, and renewal tracking.
• Maintain and regularly update the internal employee directory and organizational contact lists.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with audit preparation by gathering, organizing, and maintaining required documentation.
• Coordinate meeting scheduling, conference room reservations, and event logistics.
• Support cross-functional projects and organizational initiatives.
• Exercise sound judgment and maintain confidentiality regarding sensitive information.
• Build and maintain positive working relationships with employees, vendors, and external stakeholders.
• Prioritize multiple responsibilities while meeting deadlines and organizational needs.
• Provide exceptional customer service and operational support across departments.
• Perform other duties and special projects assigned to support organizational objectives.
• All required training will be provided upon hire. Training will be provided by Life’s Work, and/or another approved provider.

Skills

Microsoft Office Suite

Organization

Communication

Customer service

Attention to detail

Time management

Teamwork

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Job description

Description

Provides comprehensive administrative, operational, and organizational support across multiple functional areas, including information technology, facilities, safety, risk management, compliance, contracts, and fleet management. Serves as a central point of coordination for office operations, front desk reception, employee support, and internal and external communications.

Essential Duties/Responsibilities

Facility Operations

• Coordinate and facilitate fire drills and emergency preparedness activities


• Ensure compliance with workplace safety policies and procedures


• Serve as point of contact for property management, landlords, building maintenance, and external vendors


• Assist with business continuity and emergency response planning

Fleet Vehicle Administration

• Manage fleet vehicle insurance documentation and renewal processes


• Maintain and distribute vehicle insurance packets and registration materials


• Receive, document, and process vehicle incident and accident reports


• Maintain vehicle usage records and compliance documentation

Information Technology Support

• Configure and deploy computers, laptops, monitors, and peripheral equipment for new hires and existing staff


• Provide support for internal phone and voicemail systems


• Manage Canva accounts, templates, and organizational branding resources

Administrative Operations

• Provide front desk and reception coverage, including visitor management


• Support Board of Directors meetings by coordinating logistics, preparing materials, and maintaining records


• Manage office supply inventory, ordering, and vendor relationships


• Oversee administrative contracts, vendor agreements, and renewal tracking


• Maintain and regularly update the internal employee directory and organizational contact lists


• Process incoming and outgoing mail, packages, and deliveries


• Assist with audit preparation by gathering, organizing, and maintaining required documentation


• Coordinate meeting scheduling, conference room reservations, and event logistics


• Support cross-functional projects and organizational initiatives

General Responsibilities

• Exercise sound judgment and maintain confidentiality regarding sensitive information


• Build and maintain positive working relationships with employees, vendors, and external stakeholders


• Prioritize multiple responsibilities while meeting deadlines and organizational needs


• Provide exceptional customer service and operational support across departments


• Perform other duties and special projects assigned to support organizational objectives


• All required training will be provided upon hire. Training will be provided by Life’s Work, and/or another approved provider.

Requirements

• Proficiency with Microsoft Office Suite


• Strong computer skills with the ability to learn and adapt to new technologies, software, and systems quickly


• Exceptional organizational and time management skills with strong attention to detail


• Strong verbal and written communication skills with the ability to communicate professionally across all levels of the organization


• Excellent interpersonal skills with a personable, approachable, and engaging demeanor


• Demonstrated customer service mindset and commitment to providing positive experience for employees, visitors, vendors, and stakeholders


• Demonstrated ability to follow policies, procedures, and compliance requirements


• Reliable, dependable, and committed to meeting deadlines and organizational expectations

Education And Experience

• Previous experience in office administration, office management, or operations support


• High school diploma or GED required; associate's degree, bachelor's degree, or equivalent post-secondary education preferred.

Physical Requirements

• Ability to perform work in an office environment with prolonged periods of sitting and computer use.


• Ability to use a computer, telephone, copier, printer, and other standard office equipment.


• Ability to lift, carry, push, or pull up to 20 pounds on an occasional basis, such as office supplies, files, packages, or equipment.

Life’s Work takes pride in its status as an Equal Opportunity Employer. Our policies, applicable to both current team members and prospective candidates, prohibit discrimination based on race, color, religious creed, disability, ancestry, national origin, age, sex assigned at birth, sexual orientation, transgender identity, gender transition, gender identity, gender expression, military or veteran status.