Intraoffice Logistics

Classification: Full-time Non-Exempt

Reports to: Senior Advisor Special Projects

Department: Operation Restoration

About Operation Restoration:

Operation Restoration (OR) supports women and girls impacted by incarceration to recognize their full potential restore their lives and discover new possibilities. At OR we focus on advocacy education economic mobility and true economic equity for our staff clients and community. Our goal is to end the incarceration of women and girls. Incarceration is defined as confinement in prison jail immigrant juvenile or military detention or a deportation facility. Operation Restoration defines directly impacted women and girls as individuals who are currently or have previously been incarcerated arrested or are on probation and/or parole.

About the Position:

Under the direction of the Senior Advisor Special Projects the Intraoffice Logistics position performs a variety of administrative and receptionist tasks and supports the organization to contribute to the efficiency of the organization.

Duties and Responsibilities:

Office & Facility Operations

• Monitor inventory levels of office supplies and sanitation products; proactively identify shortages and submit purchase order requests when supplies are low.

• Track monitor and manage parking validation inventory; submit purchase order requests to replenish validations as needed.

• Maintain working relationships with 1515 Poydras management building security maintenance staff and external vendors to support daily office operations.

• Ensure the office environment remains clean organized and welcoming by maintaining communal areas including the front desk kitchen/eating area conference rooms and shared workspaces.

• Coordinate office setup and teardown for meetings training sessions and internal events including room configuration supplies and technology readiness.

• Manage and maintain inventory of office storage closet

• Manage the relationship with plant vendor and keep plants regularly serviced

Front Desk & Reception Services

• Serve as the first point of contact for all visitors clients vendors and partners entering the office.

• Greet guests and ensure all visitors follow established check-in and security procedures.

• Answer incoming phone calls; screen redirect or take messages as appropriate.

• Maintain daily front desk operations including coffee machine ensuring informational materials are available and supporting a client-centered experience.

Email & Communication Management

• Manage the organizations front desk email account () ensuring messages are acknowledged within the same business day when possible and no later than 2448 hours.

• Route emails and requests to appropriate staff members and follow up as needed to ensure timely responses.

• Maintain confidentiality and care when handling sensitive client staff and organizational information.

Scheduling Records & Administrative Support

• Manage and maintain the OR conference room calendar ensuring accurate scheduling and avoiding conflicts.

• Coordinate meeting logistics including calendar invites room reservations and setup support.

• Develop organize and maintain physical and digital filing systems in accordance with organizational procedures.

Mail Errands & General Support

• Coordinate incoming and outgoing mail including preparing and sending mail in a timely manner.

• Run office-related errands as needed and supply pickups.

• Support special projects office transitions and operational needs as assigned by the Senior Advisor of Special Projects.

Organizational Support & Accountability

• Support the organizations mission and values in all daily operations and interactions.

• Exercise discretion when working with sensitive information related to clients staff and operations.

• Adjust to evolving organizational needs and support continuous improvement in office operations.

• Perform miscellaneous job-related duties related to Operation Restoration as assigned.

At times this role requires flexibility to work outside of standard business hours to support our mission as a community-centered organization. The role also may include occasional travel.

Desired Qualifications and Skills:

• Be detail-oriented with strong organization skills.

• Be friendly and welcoming to all guests. Be mindful and respectful of clients.

• Ability to multi-task and problem-solve.

• Be comfortable taking appropriate initiative.

• Commitment to criminal justice reform.

• Comfortable using Microsoft Office and Google products.

• Ability to work well with diverse individuals and groups balance needs and employ objectivity.

• Ability to manage timelines prioritize multiple products and meet demanding deadlines.

• Ability to communicate effectively.

• Ability to work effectively both independently and as part of a team.

• Flexibility to meet organizational changes.