Job Description
Job Description
NWON is seeking an Operations Assistant that plays a central role in ensuring the effective coordination, execution, and continuous improvement of operational systems in a shelter services setting. 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
Procurement & Vendor Management
- 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
Financial Tracking & Reporting
- 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
Technology & Systems Support
- 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
\nCompany Description
Great place to work!
Company Description
Great place to work!