Massachusetts Veterans Jobs

The Operations Assistant is an integral position at FPM as the person who helps ensure the office is accessible and welcoming for staff, volunteers, and families who reside in the on-site shelter. The successful candidate will manage the office and building in an organized and efficient manner by overseeing office systems, financial record keeping, and building management. Provide reliable, timely, and proactive administrative support to the team. Respond to all emergency and ongoing repairs and maintenance at the Center. Actively implement innovative and effective solutions. Responsibilities: Administrative Support: Greet and direct visitors. Monitor and respond to daily mail, email, and telephone communications. Maintain Facility and Staff calendars. Keep inventory of office supplies well stocked. Interface with IT specialists as needed for phone service, setting up laptops, electronics, printers and internet in the building. Provide Admin. support for Directors and teams as needed. Assist with mailings, outreach materials, and fundraising. Collaborate with Management team to design strategies for guiding employees and processes so as to maximize company efficiency. Execute other duties and special projects as assigned. Financial/Bookkeeping Support: Prepare and make daily bank deposits. Record deposits into monthly log. Collect credit card receipts. Monitor gift card inventory and distribution in monthly log. Liaison and provide hardcopies of deposits, receipts, invoices, and gift card forms to Jitasa. Collect rent payments from other properties and record in monthly log. HR Support: Train all new employees on facility, office equipment, software, benefits and TriNet. Maintain compliance with legal requirements and internal policies. Manage and ensure compliance with personnel policies and procedures. Manage employee benefits and policy providers. Ensure accurate and timely submission of all required state and federal filings Participate in HR special projects as assigned. Building Management: Monitor regular maintenance calendar. Oversee cleaning services, snow removal, mowing, and trash services for the facility. Coordinate service calls and appointments for repairs and maintenance with shelter staff. Monitor and maintain compliance with local regulations. Keep the facility organized and presentable. Update, monitor, and communicate safety protocols regarding facility management. Competencies and Requirements: Previous experience in an administrative, operations, bookkeeping and/or HR support role is preferred. Understanding of HR Practices, policies, and procedures. Capable of handling confidential information with discretion. General accounting or business education or equivalent experience. Ability to change and adapt to meet organizational goals. Strong computer skills and competence in a range of applications including Excel/Office. Experience with a CRM database system. Strong interpersonal skills; able to engage courteously and professionally with staff, volunteers, office visitors, and families from diverse backgrounds. Professional communication skills. Trained in Trauma Informed Care or willingness to be trained. Organized, detail-oriented, and able to maintain accurate and concise records. Strong time management skills, while prioritizing multiple tasks simultaneously. Self-motivated and reliable with growth mindset. Enthusiastic, compassionate, and motivated by our mission. Lived experience and bilingual preferred.