Operations & Procurement Coordinator

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

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.