Operations Support Assistant

Haynes Family Of Programs; La Verne (CA); On-site; USD 25,000 - 31,000; Full time

Job summary

Haynes Family Of Programs seeks an Operations Support Assistant at Corporate HQ La Verne, CA to provide administrative and fleet operations support. You will maintain fleet records, schedule maintenance, coordinate with vendors, and produce routine reports for the Operations Department.

The ideal candidate has a high school diploma, valid CA driver's license, 1–2 years of admin/ops experience, and strong organizational and communication skills.

Qualifications

• High school diploma or equivalent required.
• Valid California driver's license and clean driving record.
• 1–2 years of admin/operations/support experience preferred.
• Strong organizational and recordkeeping skills.
• Proficiency with Outlook, Word, and Excel.

Responsibilities

• Maintain accurate records for organization-owned vehicles (maintenance, repairs, mileage, registration, insurance, inspections).
• Track preventive maintenance schedules and notify staff when due.
• Schedule maintenance with approved vendors.
• Coordinate vehicle delivery/pickup for service.
• Obtain estimates, approvals, and invoices for maintenance/repairs.
• Track vehicles out of service and report status to staff.
• Maintain updated inventory of organization vehicles.
• Monitor registration, insurance, and renewal dates.
• Assist with documentation of accidents, damage, repairs, and claims.
• Prepare routine fleet reports on maintenance, expenses, and status.
• Provide general operations admin support (data entry, filing, scheduling, purchasing).
• Communicate with staff, departments, and vendors on operational needs.

Skills

Strong organizational skills

Excellent written and verbal comms

Attention to detail

Multi-tasking & scheduling

Recordkeeping

Education

High school diploma or its equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Job Details

Job Location: Corporate HQ La Verne - La Verne, CA 91750, Position Type: Full Time, Salary Range: $18.47 - $22.55 Hourly, SUMMARY:

The Operations Support Assistant provides administrative and operational support to the Operations Department, with primary responsibility for coordinating and maintaining records related to the organization’s vehicle fleet. This position schedules vehicle maintenance and repairs, maintains fleet records, communicates with vendors and staff, and assists with general departmental administrative duties.

JOB DUTIES

• Maintain accurate records for organization-owned vehicles, including maintenance, repairs, mileage, registration, insurance, and inspections.
• Track preventive maintenance schedules and notify appropriate staff when vehicles are due for service.
• Schedule vehicle maintenance, repairs, inspections, and other services with approved vendors.
• Coordinate the delivery and pickup of vehicles requiring service.
• Obtain estimates, purchase approvals, and invoices related to vehicle maintenance and repairs.
• Track vehicles that are out of service and communicate vehicle status to appropriate staff.
• Maintain an updated inventory of organization vehicles.
• Monitor vehicle registration, insurance, and other renewal dates.
• Assist with documentation related to vehicle accidents, damage, repairs, and insurance claims.
• Receive and track reports of vehicle problems and refer mechanical or safety concerns to the appropriate supervisor or service provider.
• Assist with preparing routine reports regarding vehicle maintenance, expenses, and fleet status.
• Provide general administrative support to the Operations Department, including data entry, filing, correspondence, scheduling, recordkeeping, purchasing, and special projects.
• Communicate with employees, departments, and outside vendors regarding operational needs.
• Perform other related duties as assigned.

PHYSICAL REQUIREMENTS

In the course of performing this in person job, the incumbent typically spends time standing, walking on sloped/hilly areas of campus, carrying, driving, lifting (up to 50 pounds), listening, speaking, reaching, writing, and participating in restraint procedures. Must be able to travel between organizational locations and vehicle service providers as needed.

Qualifications

• High school diploma or its equivalent
• Valid California driver's license and a driving record acceptable to the Company's insurance carrier
• One to two years of administrative, operations, facilities, transportation, or similar support experience preferred.
• Strong organizational and recordkeeping skills.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability to manage multiple schedules, deadlines, and priorities.
• Strong written and verbal communication skills.
• Attention to detail and ability to maintain accurate records.
• Valid driver's license and driving record acceptable to the organization's insurance carrier
• Must fulfill all requirements of employment, including clearance of all required background records (e.g., Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional and physical examination, and drug testing.