STEP UP
OPERATIONS ADMINISTRATOR
OPERATIONS DEPARTMENT
REPORTS TO: Senior Operations Manager / Director of Operations HOURS: Full Time (40 hours per week) CLASSIFICATION: Non-Exempt SUMMARY: The Operations Administrator provides comprehensive administrative, clerical, and logistical support to the Operations Department. Reporting directly to the Senior Operations Manager, this role serves as the central administrative hub for the department - managing work order intake and ticketing, maintaining vehicle fleet records and service schedules, processing supply orders, and handling day-to-day office administration for designated regional sites (including the Inland Empire, Sacramento, and Salinas). By maintaining accurate databases, compliance logs, and schedules, this role ensures seamless coordination between operations leadership, procurement, and field technicians. DUTIES: (The following reflects essential functions for this job but does not restrict other tasks that may be assigned) Departmental & Office Administration
- Serve as the primary administrative point of contact for the Operations Department, coordinating daily office clerical needs; tracking supply orders, delivery timelines, and outstanding requests; verifying order details and availability with vendors; and following up to ensure supplies are received accurately and on schedule.
- Monitor, screen, and triage incoming requests in the work order/ticketing system (MaintainX/Microsoft Forms), routing routine tasks to the Facilities & Operations Support Technician or approved vendors as directed.
- Track work order completion timelines, update ticket statuses, and follow up with site staff to confirm issue resolution.
- Assist with collecting, logging, and filing monthly property reviews, safety inspection checklists, and emergency drill records across organizational sites to maintain audit readiness.
- Prepare operational correspondence, meeting agendas, minutes, and consolidated status reports for the Senior Operations Manager, providing regular updates on active work orders, supply requests, vendor follow-ups, fleet activities, timelines, outstanding items, and completed tasks.
Fleet Administration & Recordkeeping
- Partner with the Senior Operations Manager to support the administrative overhaul and ongoing maintenance of Step Up’s vehicle fleet records.
- Work collaboratively with the Operations team to maintain and audit monthly vehicle usage logs, mileage reports, fuel card records, and toll tags for all Step Up fleet vehicles organization-wide.
- Work collaboratively with the Operations team to track vehicle registration renewals, insurance card distribution, recall notices, driver clearances, and incident documentation for all Step Up fleet vehicles.
- Work collaboratively with the Operations team to schedule routine and preventive vehicle maintenance, including oil changes, tires, smog checks, inspections, and detailing with approved local vendors and coordinate drop-off and pick-up logistics with site staff.
Supplies, Inventory & Asset Tracking
- Process and submit routine site requests for office, program, and facility cleaning supplies in alignment with standardized purchasing lists.
- Assist with establishing and maintaining an organization-wide asset tracking process for purchased laptops and other high-value equipment, documenting purchase details, serial numbers, assigned users, site locations, and current status.
- Track incoming deliveries, verify packing slips against purchase orders, and coordinate internal distribution.
- Submit and track basic IT, copier, and office equipment support tickets with external vendors when escalations are required.
- Assist with tracking and documenting equipment issued to staff during onboarding and returned during offboarding, updating asset records to confirm each item’s assignment, return, reassignment, or outstanding status.
- Perform other administrative and clerical duties as assigned to support the Operations Department.
SKILLS
- Strong administrative, clerical, and organizational skills with high attention to detail.
- Excellent verbal and written communication skills with a professional, customer-service orientation.
- Proficiency in Microsoft Office 365 (Excel, Word, Forms, Teams, Outlook) and ability to quickly learn operational software (MaintainX).
- Ability to manage multiple administrative tasks, schedules, and logs across multiple regional sites simultaneously.
- Strong interpersonal skills to collaborate effectively with operations leadership, team coordinators, field technicians, and site staff.
QUALIFICATIONS
- High school diploma or equivalent required; Associate degree or administrative certification is a plus.
- 2+ years of administrative assistant, office coordination, operations support, or program support experience.
- Prior experience maintaining vehicle logs, scheduling maintenance vendors, and ordering office/facility supplies strongly preferred.
- Valid California driver’s license, current insurance, and a clean driving record required.
SUPPLEMENTAL INFORMATION
Work with people experiencing homelessness whether on the streets, in shelters or other places of habitation or services, may present inherent challenges and difficulties such as: exposure to bed bugs or other infestations, unpleasant smells or odors, individuals who may have poor hygiene or unclean homes due to homelessness, mental health symptoms, or poverty. Additionally, in working with our members, employees may encounter instances of profanity, sexually explicit or derogatory language, or verbal or physical expressions of anger and trauma. Very rarely do these situations ever escalate to physical contact, and negative or derogatory communication patterns can often be negotiated successfully. All direct care staff are provided adequate training to develop skills to deescalate crisis situations that may arise and Step Up has established procedural safeguards for all employees to mitigate (but not eliminate) these inherent risks of employment.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; handle or feel; reach with hands and arms; talk; and hear. The employee is frequently required to walk, balance, stoop, kneel, and/or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Keyboard data entry required.
STEP UP CORE VALUES
Step Up utilizes the principles of trauma-informed care and mental health recovery. These principles inform our Core Values of Hope, Wellness, Voice and Choice, Respect, and Collaborative Relationships. As representatives of Step Up, employees agree to adhere to these values in their interactions with members, colleagues, supervisors, and associated community members.
- HOPE – We believe all people have the capacity for positive growth and change. We use hope to inspire and motivate ourselves, our members, our colleagues, and our community.
- WELLNESS – We believe in promoting a culture that supports healthy and fulfilling lives. We use a supportive environment to foster well-being for ourselves, our members, our colleagues, and our community.
- VOICE AND CHOICE – We believe in the right to choose and be heard. We use voice and choice to create meaningful outcomes and empowerment for ourselves, our members, our colleagues, and our community.
- RESPECT – We believe in promoting interactions that are non-judgmental, transparent. We use respect to guide all of our words and actions with ourselves, our members, our colleagues, and our community.
- COLLABORATIVE RELATIONSHIPS – We believe in forming partnerships to share resources, knowledge, and experiences. We use collaborative relationships to strengthen accomplishments for ourselves, our members, our colleagues, and our community.
Step Up provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.
STEP UP IS AN EQUAL OPPORTUNITY EMPLOYER