Operations Assistant

Position Summary

The Operations Assistant provides comprehensive facilities, office, and administrative support across SBF facilities. This role is highly hands-on and service-oriented, supporting daily office operations, workstation setups, vendor coordination, in-house and offsite events, and front desk/reception coverage. In addition to physical and logistical support, the Operations Assistant delivers critical first-line IT and technology assistance, including AV and hybrid meeting support and basic troubleshooting for staff.

Under the direction of the Operations Manager, the Operations Assistant supports multiple departments, helps maintain a professional, safe, and welcoming workplace, and contributes to employee experience, onboarding, and operational continuity across all offices.

Specific Responsibilities

Facilities & Office Operations

• Monitor and maintain all aspects of general office operations, including but not limited to:
  • Oversee upkeep of common areas and storage rooms beyond regular janitorial services. 
  • Stay current with operation platforms, tasks and calendars (Outlook, Monday.com) to ensure timely response to staff needs. Collaborate with the Operations team to complete tasks efficiently and meet project timelines. Keep Outlook calendars populated in accordance with SBF standards.
• Coordinate logistics and on-site support for internal meetings and events in collaboration with the Operations Manager, HR Manager, and meeting organizers.
  • Coordinate catering vendor research, ordering, scheduling, deliveries, and on-site support as needed.
  • Set up meeting spaces, including furniture, equipment, signage, and materials, in accordance with event requirements.
  • Prepare and refresh food and beverages (water, tea, coffee, etc.) as requested.
  • Set up, test, and troubleshoot conference room and hybrid meeting technology to ensure a smooth experience for participants. 
  • Provide on-site support during events and assist with post-event breakdown and cleanup. 
• Monitor daily office and facility conditions across SBF locations, identifying maintenance, safety, or space issues, and escalating concerns to the Operations Manager as appropriate. 
• Complete assigned basic repairs and routine office and building maintenance tasks, following established safety protocols and proper use of tools and equipment.
• Support capital project preparation by gathering quotes from vendors and contractors, documenting site conditions, and coordinating vendor site visits.

IT & Technology Support

• Coordinate with IT and/or Operations Manager to provide first-line technical assistance for common staff tech issues, including:
  • Basic hardware troubleshooting (laptops, monitors, docking stations, keyboards, mice, printers, copiers, and general familiarity with the IT server room).
  • Microsoft 365 applications troubleshooting (Outlook, Teams, OneDrive/Sharepoint), Zoom, and Teams conferencing tools.
  • Set up, break down, and troubleshoot conference room AV equipment and hybrid meeting platforms.
  • Assist with new-hire onboarding, workstation technology setups, and office moves.
  • Work with head of IT to maintain inventory of IT peripherals and help coordinate repairs or replacements.

Front Office & Administrative Support

• Serve as a primary backup for Receptionist. Duties include but are not limited to:
• Answering the main phone line, greeting visitors, and managing mail and deliveries.
• Sort and distribute mail promptly, ensuring time-sensitive and confidential items reach the appropriate recipients.
• Provide general administrative support such as document preparation, proofreading, donor services mailings, parking coordination, and approved ad hoc departmental assistance.
• Ensure kitchens and common areas are clean and orderly at the close of business; coordinate additional cleaning support as needed.
• Perform opening and closing duties, including unlocking/locking all entry points, and alarms.
• Provide strong internal customer service to SBF staff, assisting staff proactively with office supply needs, restroom supplies, kitchen items, first aid supplies, and other operational needs.

Essential Requirements:

• High school diploma or equivalent, some college preferred.
• High degree of customer service striving for excellence in making staff and guests feel comfortable, safe, and cared for while on any SBF premise.
• Friendly, pleasant attitude and ability to interact successfully with a wide range of people from varied backgrounds.
• Strong interpersonal and communication skills with a customer service and teamwork-oriented approach.
• Previous experience with general manual labor. Ability to adapt to a flexible and sporadic work schedule with potential work shifts on evenings and weekends as needed.
• Physically capable of regularly lifting heavy objects and performing various physically demanding tasks. 
• Ability to follow instructions and work independently and proactively 
• Punctuality and reliability are critical.
• Basic computer hardware and software skills and familiarity with MS 365 are strongly preferred.
• Good writing skills are strongly preferred.
• Access to a personal vehicle, active driver's license, and ability to pass background check.
• Basic knowledge of tools and equipment used in operations and maintenance.

 Work Environment: 

• General office environment, with intermittent travel between locations in Santa Barbara County from Carpinteria to Santa Maria and areas in between.
• Significant telephone and computer work (repetitive movement – typing).
• Frequent sitting, standing, walking, climbing stairs, bending and lifting heavy or awkward loads 80 lbs.
• Work may occur indoors and outdoors, depending on the nature of the assignments at either of our two Santa Barbara facilities.
• Pets on premises regularly. See our Pet Policy for more information.
• Fully onsite, in-office position (no hybrid or remote option). 

At SBF, we value wellness and offer a very generous benefits package, including: up to 15 days of PTO in the first year of employment, 14 holidays, paid sick time, fully paid health insurance package for staff (including a top tier medical plan) and about 75% dependent coverage; 401K with up to a 10% employer contribution after one year of employment, 2.5%-6.5% housing allowance added to annualized salary based on tenure and after one-year of employment, in-office massages, wellness days and more! 

This a non-exempt, full-time role compensated between $30-32 hourly, depending on skills and work experience. 

All applicants are required to submit an employment application, a resume, and a cover letter to hr@sbfoundation.org.