Operations Support Administrator

Position Summary

The Operations Support Administrator operates the day-to-day administrative engine of the Support Operations Hub. This role runs the service desk intake function, creates high-quality work orders for service and approved events, provides consistent customer communications, coordinates access and logistics, and supports administrative processing including invoicing, contract documentation, purchasing tracking, onboarding/offboarding coordination, and supply readiness. The Administrator escalates urgent issues to Facilities leadership per established protocols.

Key Responsibilities

• Service desk intake: receive requests via approved channels, confirm essential details, and create accurate work orders/service tickets (location, scope, photos/notes, access constraints, requestor contact, event impacts).
• Customer communications: confirm receipt, provide status updates aligned to published schedules and readiness calendars, coordinate access windows, and close the loop upon completion.
• Event readiness administration: convert approved events into work orders using standard packages (diagrams, counts, timelines, reset expectations); coordinate rental equipment/furniture requests and delivery/pickup details; track key readiness milestones.
• Administrative processing support: support invoicing and invoice processing (intake, routing, tracking, filing), contract documentation processing (collecting required documents, routing for approvals, maintaining files), and purchasing administration (PR prep, quote routing, delivery tracking).
• Onboarding and offboarding coordination: maintain checklists and coordinate operational steps (keys/badges/access requests as applicable, roster updates, basic orientation documentation routing) in partnership with HR and management.
• Supply readiness: track and maintain ordering readiness for operational supplies (event consumables, basic shop/admin supplies, standardized quick-response items) aligned with purchasing procedures.
• Documentation and records control: maintain organized digital records (warranties, manuals, COIs, vendor closeouts, inspection logs) and standard templates/checklists.

Minimum Qualifications

• 2+ years of administrative support experience in facilities, operations, service desk, events, or a related environment.
• Strong organization and follow-through; ability to manage multiple deadlines and requests.
• Strong written and verbal communication skills and a customer service mindset.
• Comfort using work order systems/CMMS, shared calendars, and office productivity tools.
• Reliability, discretion, and professionalism in a school environment; flexibility to support event peaks as needed.

Preferred Qualifications

• Experience with invoice processing, purchasing workflows, contract documentation, or vendor coordination.
• Experience supporting events and coordinating logistics such as rentals, setups, or access.
• Experience with document control and maintaining standard templates/checklists.

About Harvard-Westlake

Harvard-Westlake School is an independent, co-educational college-preparatory day school consisting of two campuses located in Los Angeles, California, with approximately 1,600 students enrolled in grades seven through twelve.

Harvard-Westlake actively strives to be a diverse and inclusive community in its educational, admission, and employment practices. We do not discriminate on the basis of race, color, national or ethnic origin, age, religion, sexual orientation, gender identity and/or expression, disability, or any other characteristic. We seek candidates who demonstrate sensitivity, knowledge, and understanding of the diverse backgrounds of community members; have an ability to work flexibly, independently, and collaboratively in a fast-paced environment with individuals from a diverse set of backgrounds; and have a capacity to serve as a model of openness, generosity, and acceptance.

Compensation: $27.17–$30.00/hour, equivalent to approximately $56,500–$62,400 annually based on full-time schedule. This position is classified as non-exempt and eligible for overtime

Benefits:

• Top tier medical, dental, and vision coverage with zero to low premium contributions
• 403(b) Retirement with a 10% match and immediate vesting
• Cafeteria allowance – lunch is on us!
• Professional development support including continuing education
• Personal Growth grants
• Relocation Assistance
• Employee affinity groups
• Mental wellness resources and workshops
• Partially subsidized employee housing (subject to availability)
• Tickets to local sporting and entertainment events
• Discount at school bookstore (get your HW swag!)
• Paid holidays, including time off for Thanksgiving, Winter, and Spring break plus vacation!

Equal Employment Opportunity

Harvard-Westlake School is an equal opportunity employer. We seek to recruit, develop, and retain a diverse workforce and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, or any other legally protected status.