Office Associate

Job Description

Job Description

Salary: $22/hr

Position Summary

The Office Associate plays a key role in ensuring the smooth day-to-day operations of AWLAs administrative office while supporting a positive, organized, and responsive environment for staff and visitors.

This role is a central point of coordination across the organizationsupporting office operations, facilities management, vendor coordination, basic IT support, and employee experience initiatives. The Office Associate works closely with Finance/Administration, Human Resources, and staff across departments to keep systems running efficiently and issues resolved quickly.

This position is ideal for someone who is detail-oriented, tech-savvy, adaptable, and comfortable managing shifting priorities in a fast-paced, mission-driven environment.

Reporting Structure

This position reports to the Director of Finance & Administration and works closely with Human Resources and cross-functional teams across the organization.

Key Responsibilities

Office Operations & Administration

• Manage incoming calls, voicemail systems, and general office communication
• Distribute mail and maintain organized staff mailboxes
• Maintain and update staff contact lists, phone directory, and internal resources
• Ensure daily paperwork is accurately distributed across departments
• Support phone system administration and assist staff with basic usage
• Perform billing and invoicing duties, ensuring accuracy and timely processing

Facilities, Security & Vendor Coordination

• Serve as the primary point of contact for facilities operations and vendor coordination
• Respond to and coordinate resolution of facility issues, security concerns, and incidents
• Coordinate repairs and maintenance, ensuring timely follow-up and resolution
• Liaise with vendors and service providers (e.g., utilities, janitorial, shredding services)
• Arrange and manage document shredding services
• Coordinate and lead annual shelter clean-up day, including:
  • Purchasing supplies
  • Coordinating with teams on cleaning assignments
  • Supporting execution and logistics
• Manage billing and invoicing related to facilities and vendor services

Office Systems & Equipment Management

• Serve as the main point of contact for copier vendor and copier repairs/maintenance
• Oversee copier lease, supplies, and functionality
• Manage and coordinate postage meter operations and vendor support
• Program and manage alarm system access and settings
• Ensure all office systems and equipment are functioning efficiently

Technology & IT Coordination

• Serve as a central liaison for IT-related needs, coordinating with AWLAs IT vendor
• Troubleshoot and resolve basic IT issues and requests (e.g., device setup, access, minor technical issues)
• Ensure timely escalation and follow-up for more complex IT issues
• Maintain inventory of office technology (computers, phones, tablets)
• Utilize strong Excel and systems skills to support tracking and organization

Employee Experience & Office Environment

• Order, stock, and maintain weekly snacks and shared office supplies
• Coordinate ordering and distribution of staff uniforms and branded materials
• Support planning and execution of staff events and activities (e.g., celebrations, town halls)
• Help maintain a welcoming, organized, and positive office environment

HR & Staff Support

• Coordinate and track pre-exposure vaccinations for staff (e.g., rabies, DTaP), ensuring accurate records and follow-up
• Support onboarding logistics, including workspace setup and coordination with hiring managers
• Assist new hires with basic office systems (e.g., phone setup, navigation of office resources)
• Provide high-quality internal customer service to staff across departments, supporting their administrative and operational needs

Additional Responsibilities

• Assist with internal communications such as newsletters or announcements
• Support meeting coordination and logistics as needed
• Perform other duties as assigned in support of AWLAs mission

Qualifications

Required

• 2+ years of experience in administrative, office support, or operations roles
• Strong organizational skills with high attention to detail
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Strong interpersonal and communication skills
• Proficiency in Microsoft Office and Google Workspace
• Basic technical troubleshooting skills and comfort working with IT systems
• Ability to work both independently and collaboratively
• Comfortable working in an animal welfare environment

Preferred

• Experience in a nonprofit, animal welfare, or customer-facing environment
• Experience with vendor coordination, facilities support, or basic accounting processes
• Strong Excel skills
• Familiarity with systems such as BambooHR or similar platforms

Core Competencies

We are looking for someone who is:

• Flexible and adaptable in a dynamic environment
• Personable and approachable, with strong customer service instincts
• Detail-oriented and highly organized
• Able to manage shifting priorities effectively
• Proactive and resourceful in solving problems
• Coachable and eager to learn

Work Environment & Physical Requirements

• Ability to work in a fast-paced environment with frequent interruptions
• Comfortable working around animals, including exposure to noise, allergens, and animal-related conditions
• May require standing, walking, bending, and lifting up to 25 lbs

Compensation & Benefits

• Hourly, non-exempt position
• Full benefits package including medical, dental, vision, paid time off, and holidays