About this role
We are seeking a highly organized, proactive, and adaptable Operations Assistant to manage the day-to-day operations of our Austin office. Reporting into the Business Infrastructure & Operations (BIO) team, this role will be responsible for ensuring a functional, welcoming, and engaging environment for employees and visitors. The Operations Assistant will support vendor management, facilities needs, and operational support. The ideal candidate thrives in a fast-growing company, balancing attention to detail with excellent communication and problem-solving skills. Coordinate all aspects relating to the smooth running of the premise and facilities of the Austin HQ, under the direction of the Office Coordinator, BIO Manager, and/or the Regional Director Meet and greet clients and visitors to the office, ensure prior clearance and routing (including use of the Receptionist visitor management kiosk) of such parties in accordance with Company policies Manage daily office operations, including supply inventory, kitchen restocking, mail/package handling, and equipment upkeep Help to oversee Operations ticketing system and Teams channels, responding promptly to employee requests and prioritizing effectively Maintain a secure and safe environment by monitoring visitor access and issuing visitor badges in accordance with company policies Identify and help to resolve facilities & workplace maintenance issues through the Company Portal or the use of third-party service providers Proactively manage office procurement, kitchen supplies, and catering to ensure staff needs are met Additional Tasks: Manage and cultivate relationships with our suppliers, on-site property management team, TRS building team, and service providers Assist BIO Manager in planning and reporting on yearly or quarterly budget for local office activities and purchasing Assist the BIO Coordinator with planning & execution of all internal staff social events, offsites and holiday dinners and parties Understand, implement, and educate team on correct practices for operational tasks and processes, working closely with the BIO Coordinator / BIO Manager or central teams where appropriate (e.g., expense policy, booking travel, meeting room use) Creating and managing Company Purchase Orders (POs), handling vendor invoices, and end-of-month credit card reconciliation Collaborate closely with various departments to support administrative needs and facilitate seamless communication within the organization