- Location
- Austin, USA
- Workplace
- Onsite
- Type
- Full-time
- Department
- Operations
- Experience
- 2+ years
Description
Operations Assistant
Department: Core - Business Infrastructure & Operations
Employment Type: Permanent - Full Time
Location: Austin, USA
Reporting To: BIO Manager, North America
Description
We are seeking a highly organized, proactive, and adaptable Operations Assistant to manage the day-to-day operations of our Austin office. Reporting into the Business Infrastructure & Operations (BIO) team, this role will be responsible for ensuring a functional, welcoming, and engaging environment for employees and visitors. The Operations Assistant will support vendor management, facilities needs, and operational support. The ideal candidate thrives in a fast-growing company, balancing attention to detail with excellent communication and problem-solving skills.
Key Responsibilities
- Coordinate all aspects relating to the smooth running of the premise and facilities of the Austin HQ, under the direction of the Office Coordinator, BIO Manager, and/or the Regional Director
- Meet and greet clients and visitors to the office, ensure prior clearance and routing (including use of the Receptionist visitor management kiosk) of such parties in accordance with Company policies
- Manage daily office operations, including supply inventory, kitchen restocking, mail/package handling, and equipment upkeep
- Help to oversee Operations ticketing system and Teams channels, responding promptly to employee requests and prioritizing effectively
- Maintain a secure and safe environment by monitoring visitor access and issuing visitor badges in accordance with company policies
- Identify and help to resolve facilities & workplace maintenance issues through the Company Portal or the use of third-party service providers
- Proactively manage office procurement, kitchen supplies, and catering to ensure staff needs are met
Additional Tasks:
- Manage and cultivate relationships with our suppliers, on-site property management team, TRS building team, and service providers
- Assist BIO Manager in planning and reporting on yearly or quarterly budget for local office activities and purchasing
- Assist the BIO Coordinator with planning & execution of all internal staff social events, offsites and holiday dinners and parties
- Understand, implement, and educate team on correct practices for operational tasks and processes, working closely with the BIO Coordinator / BIO Manager or central teams where appropriate (e.g., expense policy, booking travel, meeting room use)
- Creating and managing Company Purchase Orders (POs), handling vendor invoices, and end-of-month credit card reconciliation
- Collaborate closely with various departments to support administrative needs and facilitate seamless communication within the organization
What we are looking for
- Minimum of 2 years of experience in administrative support, facilities coordinator, office operations, hospitality, workplace services, or a related field
- Team player with strong interpersonal skills, positive attitude and the ability to build effective relationships at all levels
- Excellent coordination, time management and organizational skills; excellent communication skills; strong attention to detail
- Must be proactive – a self-starter, comfortable using their initiative and working autonomously, able to troubleshoot and problem-solve
- Evidence of having a passion for working with people and working beyond the confines of the job description
- Experience creating and managing purchase orders, invoices, supplier records, or other procurement-related processes
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams
We strongly encourage women and candidates from diverse backgrounds to apply. There is evidence that people from under-represented groups may be less likely to apply unless they meet virtually every selection criterion. We urge candidates who meet at least some of the criteria to consider applying, especially if you are passionate about climate, energy, economics, data analytics, software, strategy, or consulting – there’s a role that’ll fit you at Aurora.
What we offer
- A fun, informal, collaborative and international work culture
- A competitive salary and benefits package
- Access to regular coaching and mentoring sessions and the opportunity to learn from experienced professionals
- A brand-new office space in the vibrant and culturally rich East Austin area
- Access to the Aurora Academy, our training program offering a range of opportunities to develop your skills
The Company is committed to the principle that no employee or job applicant shall receive unfavorable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity.
The successful candidate would start as soon as possible. We will review applications as they are received.
Skills
ExcelProcurement
