Operation Assistant I (Maintenance)

Position Purpose & Scope:
Under the direct supervision of Operations Supervisor, the Operations Assistant I plays a critical
role in ensuring the seamless operation of front office services, administrative functions, and
facility support across the agency. This position requires a highly organized professional with strong
communication skills, attention to detail, and the ability to anticipate and resolve operational
needs. Serving as both the first point of contact for visitors and a key support resource for internal
teams, the Operations Assistant I upholds the agencys standards of professionalism, efficiency, and
service excellence.

Typical Duties: (depending on assignment, duties may vary)
Serve as the primary contact for incoming calls, directing inquiries with professionalism andaccuracy
Manage multi-channel communications (phone, email, mail) to ensure timely and preciseresponses
Welcome and direct visitors, maintaining a polished, professional, and client-focusedreception area
Maintain staff coverage schedules and out-of-office records to ensure seamless service
Review, process, and validate Attendance Forms, ensuring compliance with agencyrequirements
Maintain well-organized filing systems (digital and hard copy) with strict attention toconfidentiality and accuracy
Support various departments with clerical tasks, file management, and document scanning
Prepare office set-up for new hires and assist with staff workstations relocation
Oversee mailroom operations, including incoming/outgoing mail, deliveries, and drop-boxmanagement
Ensure timely and secure handling of confidential documents, including recycling,shredding, and off-site disposal
Maintain and organize staff mailboxes to ensure accuracy
Coordinate the receipt and distribution of incoming packages, ensuring prompt delivery tothe appropriate staff or department
Conduct routine facility inspections to ensure compliance with safety, security, andoperational standards (e.g., exit signs, lighting, emergency equipment)
Coordinate minor maintenance and facility tasks, including furniture assembly/disassembly and office space adjustments
Troubleshoot and coordinate service for office/breakroom equipment (copiers, fax, postagemachines, Keurig, water dispensers, and air filters)
Manage day-to-day facility operations by conducting safety and compliance checks,ensuring housekeeping standards are met, coordinating timely maintenance, andoverseeing supply requests and stock replenishment for departments, breakrooms, andhuddle rooms.
Process supply requests and oversee stock replenishment for departments, breakrooms,and huddle rooms
Ensure the front lobby remains clean and organized
Participate in staff meetings, training, and professional development activities
Perform other related duties as assigned to support departmental and agency needs
May be subject to various job demands such as high volume of work and tight deadlines