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Operations Coordinator 11203, Administrative and Community Office

Operations Coordinator

Full Time • 11203, Administrative and Community Office
Benefits:
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Parental leave
PURPOSE OF POSITION
 
The Operations Coordinator supports the day-to-day administrative, facilities, and operational functions of the organization. This position ensures smooth functioning of organizational systems, maintains operational documentation, assists with vendor and facility coordination, and provides essential support for HR, IT, procurement, and compliance processes. The Operations Coordinator works closely with the Associate Executive Director to implement organizational policies, support staff needs, and maintain safe, efficient, and client-centered work environments across all sites.  The Operations Coordinator partners with HR and Accounting to act as a primary back-up and assist in the day-to-day operations of both areas.
 
RESPONSIBILITIES
 
The major responsibilities of this position include, but are not limited to:
 
·         Assist AED with cross-departmental initiatives (e.g., office relocations, safety audits, technology upgrades).

·         Work with team leaders, managers and department heads to learn and understand departmental needs and goals.

·         Observe, review, and analyze processes to identify inefficiencies and areas where improvements could be made.

·         Deliver reports to department heads and management teams to provide insight into the overall efficiency of the organization.

·         Collaborate with management and executives to set departmental and organization-wide goals

·         Work with the Fiscal Manager in processing Accounts Payable.

·         Participate in quality improvement or operational efficiency projects as needed.

·         Assist staff throughout the organization with more advanced or sensitive duties related to finance, HR, or other administrative areas

·         Assist HR with onboarding/offboarding tasks: issuing laptops, phones, keys, badges.

·         Coordinate help desk requests with IT vendors; track resolution status.

·         Maintain equipment inventory logs.

·         Assist with collection of onboarding documents, ID copies, and staff schedules.

·         Act as backup for HR Coordinator and initiates background checks.

·         Work with HR to maintain organized vendor files and ensure proper documentation (e.g., W-9s, contracts, invoices).

·         Track staff attendance sheets, room calendars, and training schedules.

·         Support coordination of staff meetings, retreats, and trainings.

·         Support compliance tasks, including tracking required postings, policies, and site documentation.

·         Organize files for inspections, audits, program requirements, and program funder reviews.

·         Assist with data entry for operational reports and trackers.

·         Assist with obtaining quotes, preparing purchase requests, and monitoring vendor performance.

·         Work with the Administrative Assistant to ensure that daily office needs and supply requests are met.  

·         Work with the Administrative Assistant to maintain office inventory, coordinate purchasing, and ensure timely restocking.

·         Manage shared calendars for operational tasks, maintenance schedules, and staff coverage.

·         Assist with preparing correspondence, documents, and internal communications. Submit and track maintenance requests; follow up with vendors and building management.

·         Assist with space setup for meetings, trainings, and events.


Other Duties
  • Perform additional data, reporting, or administrative tasks as needed to ensure program success.
 

 
QUALIFICATIONS
·         Associate degree in business, operations management, or related field required; Bachelor’s preferred.

·         Minimum 1–2 years administrative or operations experience.

·         Strong organizational skills and attention to detail.

·         Ability to manage multiple demands in a fast-paced environment.

·         Strong communication skills (verbal and written).

·         Proficiency in Microsoft Office, Google Workspace, and cloud-based platforms.

·         Demonstrated ability to problem solve and initiate action

·         High level of capacity for confidential information

·         Experience in a nonprofit, healthcare, or social service setting a plus.

·         Strong attention to detail and ability to meet strict deadlines.

·         Ability to work independently and collaboratively.

·         Good interpersonal skills and comfort in engaging with employees from all levels and departments of the organization

·         Ability to work independently, take initiative, and good time management skills

·         Excellent attention to detail, organizational skills, and written/verbal communication.

·         Ability to work collaboratively with cross-departmental teams.

·         Ability to lift up to 20 lbs, move materials, and assist with office setups.

·         Must pass background check and support the mission of the organization.
Compensation: $43,000.00 - $58,000.00 per year

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.





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U.S. Equal Opportunity Employment Information (Completion is voluntary)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.