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Office & Operations Assistant

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Hello Neighbor

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Location:
United States , Pittsburgh

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

18.00 - 20.00 USD / Hour
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Job Description:

The Office & Operations Assistant provides a welcoming and professional first point of contact for clients, visitors, donors, and staff while managing daily front desk operations. Supports client intake and referral coordination by gathering key information and directing inquiries to the appropriate programs. Assists with office administration including mail management, meeting logistics, filing systems, and general staff support. Provides administrative support to HR and operations, including onboarding coordination, interview scheduling, and training tracking.

Job Responsibility:

  • Serve as the first point of contact for clients, visitors, donors, and staff by providing a welcoming, professional, and inclusive reception experience
  • Maintain consistent front desk coverage during in-office hours
  • Answer and route incoming phone calls, including management of Grasshopper voicemail
  • Monitor and triage general information and intake inboxes
  • Conduct initial intake for client inquiries and referrals received through Slack, email, phone calls, or walk-ins, gathering key information (name, contact details, reason for request, language needs) and routing referrals to the appropriate program in accordance with Operations protocols
  • Coordinate communication between arriving clients and staff, including notifying relevant teams and managing wait times when needed
  • Manage front door operations including greeting visitors, accepting deliveries and donations, and coordinating package intake and distribution
  • Provide occasional support for Hello Neighbor events, including assisting with guest check-in, materials setup, signage, and basic event-day logistics
  • Manage incoming and outgoing mail and distribute packages to the appropriate staff or departments
  • Provide logistical and administrative support for internal meetings, staff trainings, client-facing sessions, and Hello Neighbor events (room reservations, materials preparation, signage, and setup coordination)
  • Assist staff with printing, scanning, copying, and general administrative needs
  • Maintain organized digital and physical filing systems in support of Operations and Finance documentation needs
  • Support appointment scheduling and calendar coordination as requested by departments
  • Provide task-based administrative support to program teams, including data entry, packet preparation, documentation organization, and check distribution logistics
  • Print and mail donor acknowledgement letters (no donor database management or gift processing responsibilities)
  • Assist with onboarding and offboarding coordination, including supporting checklist completion, preparing welcome materials, and coordinating workspace or system setup
  • Help track completion of staff trainings and required documentation
  • Assist with interview scheduling coordination and ensure interviews and feedback collection are completed in a timely manner
  • Provide general administrative support to HR processes and workflows as needed

Requirements:

  • Qualified adult, 18 years or older
  • At least 1 year of education and/or experience in an office setting
  • Prior experience with G-Suite/G-Mail/Google Workplace, Drive
  • Slack and Notion
  • Able to cultivate excellent relationships with both internal and external constituencies
  • Effective collaboration with others through cooperative efforts
  • Possesses cultural competencies, encompassing knowledge, attitudes, and behaviors relevant to the communities served
  • Alignment with and support of Hello Neighbor’s core values
  • Ability to lift up to 20 pounds
  • Good time management and ability to multitask
  • Team player who is kind, polite, and respectful to people from all backgrounds
  • Ability to read and communicate in basic English
  • Able to forge and maintain relationships with clients and staff
  • Willingness to work in a fast-paced, multicultural environment
  • Clearances required: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal History Clearance
  • The successful candidate must be currently authorized to work in the United States

Nice to have:

  • Bilingual or multilingual in priority language preferred (Dari, Pashto, Arabic, Swahili, French, Spanish, Haitian-Creole, Rohingya)
  • Living migration experience and fluency in other languages a plus

Additional Information:

Job Posted:
March 22, 2026

Employment Type:
Parttime
Work Type:
Hybrid work
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