Operations Specialist

Division / Program: 
Center For H.O.P.E.
Position Details
Opening Date: 
Wed, 02/20/2019
Position Summary: 
Center-For-Hope (CFH), a program partner of the Urban Affairs Coalition (UAC) is currently looking for an individual to fill the position of Operations Specialist. CFH has two emergency shelters which operates 24-hours, seven days a week. The individual selected for this position will report to the Director of Operations. The Operations Specialist must be dependable and reliable. This individual will assist the Director of Operations with vendor selection, pricing, and supply needs, while processing requisitions through Microix requisition software.
Hours: 
Monday - Friday; 9:00am - 5:00pm; 1-Hour Lunch
Key Duties & Responsibilities: 
  • Assist development and implementation of CFH policies/procedures;
  • Present requests, issues, and updates for assigned administration projects, IT, procurement, and facilities areas, in response to specific requests, internal audits, at scheduled weekly meetings, and in response to ad hoc requests from staff and management;
  • Monitor IT, procurement, and facilities requests and work with Director to prioritize, respond, and address requests, concerns, reports;
  • Develop, maintain, and distribute Operations calendars/schedules;
  • Ensure bank statements, expense reports, receipts, and invoice summaries are reconciled and presented for Director review each month;
  • Support vendor contract development, documentation, document retrieval and filing;
  • Design and maintain vendor reports, price lists/catalogues, purchasing files;
  • Perform vendor, product, and pricing research to help determine best overall purchase; assist to obtain all required purchasing approvals;
  • Prepare, process, and track all requisitions and purchase orders, ensuring accuracy and alignment with expense codes, budget narratives, and product planning and/or requests; maintain monthly records of site and vendor receipts, invoices, and inventories;
  • Report and address billing variances and discrepancies;
  • Coordinate with sites and suppliers to schedule deliveries; discuss changes, cancellations, shortages or missed deliveries;
  • Track deliveries against approved orders to ensure departments receive accurate and timely orders;
  • Collaborate with vendors and sites to ensure compliance with all UAC/CFH policies/procedures;
  • Collaborate with vendors and sites to coordinate shipping dates and deadlines to maintain customer satisfaction; monitor delivery of all products/services according to schedule;
  • Assist sites and departments with monitoring inventory levels;
  • Assist efforts to ensure that office machines and equipment are properly maintained, serviced, inventoried and stored (i.e. copy machines/copy paper, office supplies, desk phones, cell phones, laptops, monitors, etc.);
  • Assist with identifying safe and adequate storage areas and organization tools, supplies etc.;
  • Assess, report, and address general office issues related to the effective use and maintenance of office equipment, supplies, and other resources;
  • Manage postage machine/stamps requests and processing;
  • Support the process of creating a paperless work environment;
  • Assist with first tier IT needs for all CFH staff at all sites;
  • Assist employee on-boarding/off-boarding efforts; provide/account for equipment, office keys, supplies, identification badge, email address requests, etc. for new and separating staff;
  • Assist new hires with office equipment training (copy machine use, desk/cell phones, email, PC/software, etc.), may conduct site tours;
  • Assist with all operations functions, including floor inspections, site visits, winter/summer readiness; coordinate with site management, maintenance, IT;
  • Travel between sites to provide operations support and to UAC for deliveries/retrieval of checks, contracts, equipment, etc.;
  • Support and may be required to coordinate events: schedules, set-up/breakdowns, technology, food ordering, clean-up, etc.;
  • Other duties as assigned by management.
Education, Knowledge, Skills & Abilities: 
  • Bachelor’s degree in business administration or related field (preferred) or equivalent combination of education and experience;
  • Minimum of 3-5 years of experience in purchasing, office administration or related fields;
  • Excellent oral and written communication skills to effectively communicate with administrators, internal and external customers;
  • Strong computer skills, ability to learn new systems/software, proficient in Microsoft Word, Excel, Outlook;
  • Knowledge of automated recordkeeping tools, logs, inventories; request/response emails and attachments;
  • Strong mathematic, critical thinking, problem solving, reasoning skills;
  • Knowledge of general office operations management, best practices/procedures;
  • Must be detail oriented, organized, work well under pressure, and can meet competing deadlines
  • Must be able to work independently and in a team environment;
  • Must be able to think strategically, manage multiple tasks, analyze data and make decisions in accordance with regulations, departmental policies and procedures;
  • Must use good judgment, maintain  confidentiality, and a high level of professionalism; Must work flexible hours, beyond 9am -5pm, when needed, and travel to various sites as needed;
  • A valid driver’s license and proof of insurance required;
  • Must pass criminal background clearance.
PHYSICAL REQUIREMENTS:
  • Ability to regularly lift and /or move up to 10 pounds; occasionally lift and/or move up to 25 pounds
  • Ability to sit, stand and/or walk for extended periods of time
Contact Info
Contact Info: 
Forward cover letter and resume to: tonyam@cfhphila.org