Office Inventory Assistant at Conference Catalysts – Gainesville, Florida

What started almost 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients’ lives easier, optimizing the way our organizations operate, and creating life-long relationships through exceptional customer service and innovative software solutions. Come see what it’s like to be a ConfCat!

Reports to: Senior Director, HR & Admin

Location: Onsite; Gainesville, FL 32609

Job Type: Regular, Part-time, Non-exempt

Anticipated Schedule: 20-25 hours per week, within Monday-Friday 8am-5pm ET parameters (Must be available either 5 days a week for 4 hours/day OR 4 days a week for 5 hours/day.)

Conference Catalysts is seeking a highly organized and detail-oriented Office Inventory Assistant to support the day-to-day operational needs of our Gainesville headquarters. This role primarily focuses on inventory management, domestic and international shipping logistics, and general office administration.

The Office Inventory Assistant plays a critical behind-the-scenes role that directly impacts the success of internal teams and end users. While the position does not involve heavy day-to-day interaction with employees, clients, or vendors, the individual must demonstrate strong ownership, accountability, and a customer-service mindset in all responsibilities.

This role is best suited for someone who thrives working independently, can quickly learn and follow established processes, and has a problem-solving mentality. The Office Inventory Assistant will work onsite in the Gainesville office alongside company leadership, including the CEO, while reporting directly to the Senior Director of HR & Admin, who works remotely.

Formal evaluations will be conducted in six-month intervals by the Senior Director of HR & Admin to assess job performance.

Inventory Management

• Maintain accurate inventory records for office and operational supplies.
• Monitor inventory levels and proactively reorder materials as needed.
• Organize and maintain storage closets, supply areas, and inventory systems.
• Ensure items are stocked, accessible, and properly tracked.
• Support periodic audits and inventory reconciliation efforts.

Shipping & Logistics

• Manage domestic and international shipping processes following established procedures.
• Prepare shipments, including packaging, labeling, and documentation.
• Coordinate outgoing and incoming shipments with approved carriers (USPS, FedEx, etc.).
• Track shipments and resolve shipping issues or delays as needed.
• Maintain shipping supplies and ensure workflow efficiency.

Office Administration

• Collect, distribute, and organize mail and packages.
• Maintain an organized, professional, and functional office environment.
• Answer and appropriately direct incoming phone calls from the business’s main line.
• Support administrative tasks related to office operations as assigned.
• Assist with miscellaneous office errands and operational logistics.
• Print and prepare requested event materials for shipments as needed.
• Other duties as assigned to support organizational efficiency.

• Strong organizational skills with exceptional attention to detail.
• Demonstrated ability to work independently and manage tasks autonomously.
• Problem-solving mindset with a proactive approach to operational needs.
• Ability to follow procedures consistently and accurately.
• Strong time management and prioritization skills.
• Basic computer proficiency (Microsoft Office and web-based systems).
• Clear written and verbal communication skills.
• Must be available to work onsite in Gainesville, FL on a consistent part-time basis.

• Prior administrative, inventory, shipping, or logistics experience preferred but not required.
• Experience working in an office environment with independent responsibilities is a plus.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 50 pounds at times.

• Compensation is commensurate with skills, education, and experience between $15-$18/hr.
• 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals).