Temporary Operations Associate

Temporary support is needed until August 2023, at which time the position will be re-evaluated and possibly continued on a month-to-month or permanent basis. The Operations Associate supports the Office Manager in the coordination of office operations and activities, maintaining confidentiality and security in the office, maintaining a positive and productive work environment, and completing assignments and projects as directed by the office manager. This position is responsible for, included but not limited to, answering phones and greeting visitors, scheduling appointments and meetings, data entry and record keeping, filing, organizing and maintaining office files, performing general administrative tasks such as photocopying, faxing and printing, preparing reports, presentations and other documents, assisting with project coordination and management, handling mail and deliveries, providing support to other departments and personnel, performing basic office maintenance tasks such as ordering supplies and equipment, and other tasks as assigned by supervisor. Additional duties to support Operations as needed in the areas of: Inventories for donations, e-commerce, general IT support, programs and client resources.

Position Status: Full-Time, temporary, 40 hours per week

Reports to: Office Manager

Compensation: $19-22, DOE

Location: On site, Potential Hybrid (1-2 days remote)

Office / Administrative Support

  • Manage the info inbox, respond to incoming emails and redirect appropriately
  • Answer the office phone and redirect calls/texts appropriately and timely
  • Stay-up-to-date with directory and agency announcements to better assist callers
  • Maintain excellent phone etiquette when answering the office phone
  • Travel to off-site mailbox 2-3 times a week (for specific weeks, this frequency may increase)
  • Manage, sort, and distribute all mail arriving at the office and picked up from the off-site mailbox in a timely manner.
  • Manage front security camera and answer to visitors with appointments only.
  • Purchase, receive, stock, inventory, and distribute office supplies and equipment
  • Disinfect the office to meet the standards set by Los Angeles County
  • Regular upkeep of the interior and exterior of the office space. This includes a routine of taking out the trash, recyclables, dishes, and sweeping.
  • Carry out necessary tasks to assist the office and the team.
  • Support with managing office space reservations.
  • Support with managing the monthly budget for office supplies
  • Support in the collaboration and execution of events for clients and staff when necessary.
  • Assist Office Manager with IT tasks and projects as needed
  • Supervise and collaborate with Volunteer Program team in-person to complete facilities assignments
  • Manage order fulfillment of Shopify E-Commerce platform and provide customer service through email and phone communication in a timely manner in regards to orders
  • Manage shipping E-Commerce orders from the Saving Innocence office (print shipping labels, prep the package, and ensure shipping occurs within 48 hrs of the order)
  • Other duties as assigned

     

    Inventory Management

  • Manage the intake, stock, inventory, and distribution of incoming donations and client goods, and make available to the Direct Services Team.
  • Assist in coordinating deliveries and staff pick-ups of client needs and celebration goods
  • Collaborate with staff to keep the Direct Services team well-informed of available inventory, and keep distribution records current
  • Assist youth in gathering goods and necessities at the office under approval of Direct Services staff.
  • Manage and maintain records of in-kind incoming donations and donor information
  • Maintain strict confidentiality of client information and records
  • Maintain inventory and records of the Hope Dealer merchandise
  • Maintain office supply & equipment inventory
  • Maintain client resource inventories as needed
  • Update, track and communicate E-Commerce inventory needs including, but not limited to, posting and drafting descriptions of inventory
  • Provide accurate monthly counts of merchandise and updates to Accounting team as needed
  • Support with placing orders to replenish E-Commerce supplies as needed
  • Support team with implementing efficient operational protocol and systems for the E-commerce store
  • Other duties as assigned

     

    Position Requirements

  • 0 to 2 years of experience
  • Flexibility to be available as the E-Commerce store and orders need attention
  • Knowledge of office systems and procedures
  • Excellent time management skills and ability to multitask
  • Attention to detail and problem solving
  • Experienced with Google Workspace (Google Drive, Sheets, Docs, etc.)
  • Ability to lift up to 50 lbs (ie donation boxes/bins)
  • Reliable means of transportation

     

    Nice to Have

  • Experience volunteering or working at a non-profit in an administrative capacity
  • Experience working with donors and volunteers
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Ability to work independently and collaboratively with the team
  • Ability to work in fast-paced and growing environment in a shared office space

     

    Education, Training and Experience

  • Bachelor’s degree preferred or equivalent combination of education and experience:
  • AA/Certificate with at least 1 year of work experience or,
  • At least 2 years of relevant work experience
  • Work experience can consist of data entry, billing, accounting, quality assurance, and program development.

     

    BENEFITS

    We care about our employees and we show it through the benefits we offer. Check them out!

  • Paid Sick Time: accrued at 1 hour per 30 hours worked
  • Holidays: (10 days annually observed as follows, unpaid) New Year’s Day, MLK Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, Christmas Eve, Christmas Day

     

    Additional Benefits:

  • Laptop: Company laptop to be used for all required work during employment
  • Mileage Reimbursement: for all required miles traveled in your personal vehicle
  • Saving Innocence/Hope Dealer Merchandise
  • The opportunity to work with a passionate and caring team AND MORE!

     

    All employees are screened through a thorough background check process. Positions with financial responsibility will also be required to undergo a credit check.

     

    If this sounds like a good fit for you, please submit your professional resume with a thoughtful cover letter, detailing why you are interested in working as part of the Saving Innocence team. We can’t wait to hear from you!

    • To apply for this job please visit savinginnocence.bamboohr.com.

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