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
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
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.
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
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!