Operations Support Assistant

SUMMARY:

The Operations Support Assistant provides administrative and operational support to the Operations Department, with primary responsibility for coordinating and maintaining records related to the organization’s vehicle fleet. This position schedules vehicle maintenance and repairs, maintains fleet records, communicates with vendors and staff, and assists with general departmental administrative duties.

JOB DUTIES:

• Maintain accurate records for organization-owned vehicles, including maintenance, repairs, mileage, registration, insurance, and inspections.
• Track preventive maintenance schedules and notify appropriate staff when vehicles are due for service.
• Schedule vehicle maintenance, repairs, inspections, and other services with approved vendors.
• Coordinate the delivery and pickup of vehicles requiring service.
• Obtain estimates, purchase approvals, and invoices related to vehicle maintenance and repairs.
• Track vehicles that are out of service and communicate vehicle status to appropriate staff.
• Maintain an updated inventory of organization vehicles.
• Monitor vehicle registration, insurance, and other renewal dates.
• Assist with documentation related to vehicle accidents, damage, repairs, and insurance claims.
• Receive and track reports of vehicle problems and refer mechanical or safety concerns to the appropriate supervisor or service provider.
• Assist with preparing routine reports regarding vehicle maintenance, expenses, and fleet status.
• Provide general administrative support to the Operations Department, including data entry, filing, correspondence, scheduling, recordkeeping, purchasing, and special projects.
• Communicate with employees, departments, and outside vendors regarding operational needs.
• Perform other related duties as assigned.

PHYSICAL REQUIREMENTS:

In the course of performing this in person job, the incumbent typically spends time standing, walking on sloped/hilly areas of campus, carrying, driving, lifting (up to 50 pounds), listening, speaking, reaching, writing, and participating in restraint procedures. Must be able to travel between organizational locations and vehicle service providers as needed.

Qualifications

• High school diploma or its equivalent
• Valid California driver's license and a driving record acceptable to the Company's insurance carrier
• One to two years of administrative, operations, facilities, transportation, or similar support experience preferred.
• Strong organizational and recordkeeping skills.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability to manage multiple schedules, deadlines, and priorities.
• Strong written and verbal communication skills.
• Attention to detail and ability to maintain accurate records.
• Valid driver's license and driving record acceptable to the organization's insurance carrier.
• Must fulfill all requirements of employment, including clearance of all required background records (e.g., Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional and physical examination, and drug testing.