BUSINESS OPERATIONS ASSOCIATE

Responsibilities

• Provide a professional and welcoming presence consistent with the agency’s mission, vision, and values.
• Greet and assist visitors, answer and direct incoming calls, accept deliveries, and manage correspondence.
• Collaborate with the administrative team to ensure consistent reception coverage during business hours, maintaining open communication as staffing needs change.
• Implement and maintain automated systems to enhance operational efficiency, including the internal property management database (under development), vendor purchasing platforms, and other systems used to manage services and products.
• Support new employee onboarding by coordinating resources requested by hiring managers (e.g., keys, business cards, purchasing system access).
• In collaboration with the Facilities Manager, maintain and refine agency procurement procedures. Research and evaluate vendors, update the organization-wide preferred vendor list, and make purchasing recommendations based on quality, price, and volume. Communicate and negotiate with vendors, maintain records, and ensure compliance with purchasing policies.
• Manage company vehicle fleet operations, including coordinating accident claims with insurance providers, arranging vehicle repairs, and securing rental replacements as needed.
• Monitor and maintain vehicle inspection schedules to ensure compliance and operational readiness.
• Administer fleet fuel card program, including card activation, deactivation, and account management.
• Provide administrative support to Program Directors and staff for general facility operations, including insurance certificates, records storage, and business licenses.
• Purchase and distribute office supplies, monitor inventory, and ensure corporate office areas and conference rooms are well-stocked and maintained in an orderly manner.
• Retrieve and distribute mail for administrative offices daily.
• Serve as Safety Coordinator for assigned administrative offices. Lead quarterly safety orientations and monthly drills, participate in Safety Committee meetings, and maintain documentation of safety initiatives, trainings, and drills. Ensure compliance with agency safety protocols and support safety-related projects at the direction of the Safety Committee Chairperson.
• Aid Chief Operations Officer and Chief Philanthropy Officer with projects, scheduling, event planning and deck development.

Qualifications

• High school diploma required; college degree in business or a related field preferred.
• Minimum of three years of experience in an administrative/operations support role within a small to mid-size organization, preferably a non-profit.
• Experience with health and safety programs, facilities management, and database administration preferred.
• Familiarity with organizational compliance policies, regulations, and procedures.

Skills And Abilities

• Self-motivated and able to work independently as well as collaboratively.
• Strong organizational and administrative skills, including recordkeeping, attention to detail, and data management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency with data management systems.
• Excellent research and online purchasing system skills.
• Typing speed of at least 45 WPM with accuracy.
• Strong planning, analytical, and prioritization skills; able to manage multiple projects effectively.
• Excellent customer service and communication skills.
• Reliable, detail-oriented, and able to maintain confidentiality.
• Valid California Driver’s License, insurable driving record, and personal vehicle with insurance for job-related use. A company vehicle may be available during work hours.
• Ability to work well under pressure and exercise sound judgment.
• Team-oriented, with the ability to build and maintain positive, respectful working relationships.

Benefits

• Medical, dental, vision and life and long-term disability insurance.
• EAP, FSAs, retirement savings plan with company match.
• Payroll deductions for meals and snacks.
• Generous paid time off policy.

About the Role

We are looking for a dynamic and detail-oriented individual to join our Operations team at Buckelew Programs. The Business Operations Associate will play a crucial role in supporting the day-to-day operations of the organization while contributing to its mission of making a meaningful impact on the lives of individuals facing mental health and substance use challenges in the North Bay.