Operations Assistant & Receptionist

Mission: HIAS Pennsylvania supports low-income immigrants of all backgrounds as they build new lives in our community. Through Immigrant legal services and an array of social services, we work to address their needs, defend their rights, and advocate for their equitable inclusion in American society. 

Position Description:

The Operations Assistant will serve as a HIAS PA Operations team member and partner with the Director of Operations and Operations Coordinator to manage all aspects of HIAS PA’s day-to-day office operations. This fully on-site position will also serve as a backup to the Receptionist daily and as needed. 

Core Responsibilities:

Building Maintenance Coordination

• Facilitate aspects of the upcoming physical office relocation.
• Collaborate with building security and the building access control company to maintain a safe and secure work environment
• Assist in communication between building management regarding maintenance issues and concerns
• Assist in coordination with building management to ensure the functionality of utilities and safety systems within the office suite (Fire alarms, HVAC systems, etc.)

Office Management

• Serve as daily backup to the receptionist (lunch, vacation, PTO, professional development, etc.)
• Pick up mail and process incoming mail
• Inspect office common areas daily and ensure they are kept clean and tidy
• Inspect safety concerns around the office specifically as related to electrical equipment and gadgets
• Ensure the office equipment is well maintained and replenished (printers, postal machine, etc.)
• Assist staff with re-arranging office spaces, moving furniture, and assisting teams with transporting goods required for client assistance
• Conduct light maintenance tasks such as replacing batteries and/or small light bulbs

Operational Support

• Partner with the Director of Operations to complete special assignments & projects.
• Manage new and existing vendor and supplier relationships.
• Assist in the onboarding process of new staff and interns
• Maintain third-party portals and update log-ins
• Maintain procurement and storage of office supplies
• Process incoming checks
• Support HIAS PA’s fundraising activities and events
• Perform other related duties as needed or as assigned

• Ability to work onsite 5 days a week.
• Bachelor’s Degree or equivalent experience preferred but not required.
• Minimum of 2 years of office experience required.
• Bilingual Spanish and English required
• The ideal candidate is well-organized and works well with minimal supervision
• Must be computer savvy and proficient in Word, Excel, PowerPoint, and G suite functions
• Must have good verbal and written communication skills
• Comfortable working in a diverse workplace with a diverse client base.
• Ability to safely lift a minimum of 30 pounds.

• Ability to travel via public transportation for office-related duties.

Other Information: HIAS Pennsylvania requires all staff to be fully vaccinated against COVID-19 with the exception of those who have approved for a medical or religious belief exemption.