Business Operations Coordinator

American Red Cross • Springfield, MA

3d • Onsite

About The Position

The Business Operations Coordinator supports the finance, operational, and administrative functions of the American Red Cross of Massachusetts, based in the Springfield office. This part-time role is 20 hours per week and includes benefits. The coordinator handles transactional activities such as budget monitoring, daily finance transactions, local vendor relationships, facilities management, and records and reports. The role also manages the eMax system for building maintenance needs and provides support, development, and leadership guidance to volunteers.

The coordinator provides administrative budget support, including expense coding, financial report distribution, monthly expense forecasting, and regional procurement transactions. They support facilities and asset management, IT and business application troubleshooting, fleet records and insurance claims, meeting-related financial and regulatory processes, grant reporting, and internal and external information requests. The role also develops, maintains, and distributes a regional Standard Operating Procedures Manual. Travel may be required. Physical requirements include typical office activities, sustained computer and office equipment use, and potentially prolonged sitting and driving; operational flexibility is needed to address sudden and unpredictable needs.

Requirements

• High school diploma or equivalent required.
• At least 3 years of financial or facilities administrative support experience in a community organization, government agency, nonprofit organization, business, or equivalent combination of education and related experience.
• Ability to work on a team.
• Ability to plan, prioritize, and organize work to maximize team performance and meet customer expectations.
• Excellent organizational skills and attention to detail.
• Strong interpersonal skills and ability to build and maintain collaborative relationships within the organization and with external stakeholders.
• Proficiency with Microsoft Office software, including Word, Excel, PowerPoint, and Outlook.
• Ability to meet physical requirements of an office environment, including sustained computer and office equipment use; work may involve prolonged sitting and driving.
• Operational flexibility to meet sudden and unpredictable needs.

Nice To Haves

• Associate’s degree in Accounting, Business, or Public Administration.
• Travel may be required.

Responsibilities

• Manage operations for the Springfield office and manage the eMax system for building maintenance needs.
• Provide administrative budget support, including expense coding, distributing financial reports, analyzing monthly expense forecasts, and initiating, monitoring, and approving regional procurement transactions.
• Establish processes for cash and card transactions and collaborate with department leaders to ensure programs are executed within budget.
• Coordinate and train volunteers who assist with less complex daily transactional work, as needed.
• Lead user and training support for Business Applications and IT Services; troubleshoot phone and computer issues and assist with technology service requests.
• Support facilities and asset management by ensuring repairs are completed within budget and managing vendor activities.
• Ensure vendors are paid through the appropriate system, maintain vendor relationships, obtain proposals for new vendors, provide business plan information for real estate transactions, and update the risk management system with current values and status.
• Maintain fleet inventory records, file and maintain insurance claims, and follow up on estimates and repairs.
• Maintain insurance certificate applications, financial collection processes, and forms and codes for regulated items, including alcohol, to support meeting planning.
• Provide guidance and data for grant reports and respond to internal and external requests for information or documentation.
• Develop, maintain, and distribute a regional Standard Operating Procedures Manual for consistent operational processes and procedures.
• Provide support, development, and/or leadership guidance to volunteers.

Benefits

• Medical, dental, and vision plans.
• Health Spending Accounts and Flexible Spending Accounts.
• Paid time off starting at 9 days per year, based on job type and tenure.
• 11 paid holidays, comprising six core holidays and five floating holidays.
• 401(k) with up to 6% match.
• Paid Family Leave.
• Employee Assistance Program.
• Short- and long-term disability and insurance.
• Service awards and recognition.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED