Coordinator of Office Operations

Breaktime United•Boston, MA

2d•Hybrid

About The Position

Breaktime (www.breaktime.org) is a 501(c)(3) non-profit working to break the cycle of young adult homelessness by equipping young adults with the job and financial security they need to establish housing security. Our vision is a world without young adult homelessness. By providing employment, wraparound services, and financial support, Breaktime ensures that every young person has the tools they need to achieve job, financial, and long-term housing security. Breaktime prides itself on our supportive, flexible, and rewarding work environment. We offer valuable benefits such as paid time off, Summer Fridays, and 401k matching. Breaktime is rapidly expanding as an organization, and we believe there are significant opportunities for advancement. We are looking for an organized, proactive operations professional to manage our day-to-day office administration, physical space, and internal procedures during scheduled hours. This position requires a strong technical aptitude, organizational skills, and the ability to independently manage multiple priorities. Your focus will be on keeping our workspace efficient, safe, and functional for our entire community while serving as a reliable resource for office logistics and basic troubleshooting. The ideal candidate is a detail-oriented problem-solver who can manage a queue effectively, shift gears quickly, and interact with a wide range of individuals, including senior leadership, external vendors, community partners, and young adults. Personal discretion and strong professional boundaries are essential since you will handle sensitive financial, legal, and personnel data.

Requirements

A minimum of 2-3 years of hands-on experience in office management, front desk administration, customer service, or a similar operational role.
Proven track record of managing daily office operations, keeping projects on schedule, and independently solving logistical problems.
A high school diploma or equivalent is required.
Proven ability to manage daily office routines, keep projects on schedule, and approach minor technical or logistical challenges with a solution-oriented mindset.
Clear, professional verbal and written communication skills.
The ability to prioritize your own workload, manage tasks on deadline, self-correct when things do not go as planned, and confidently guide or support an intern.
Advanced capability using Google Workspace, Slack, Salesforce, Canva, Trello, and Zoom Workplace, or a demonstrated ability to master comparable platforms.
The ability to handle sensitive mail, deliveries, and confidential organizational data with the utmost discretion and professional judgment.
A genuine interest in nonprofit operations and a commitment to working thoughtfully with and for marginalized communities.

Responsibilities

Serve as the main point of contact for the office during scheduled hours, maintaining a warm, safe, and helpful environment for staff, partners, and the young adults we serve.
Monitor and manage incoming internal operations requests and questions via Slack, prioritizing tasks effectively within a queue-based system.
Manage the master space calendar to coordinate room bookings, welcome visitors, and track staff coverage.
Oversee office access protocols, administer the building access card system, and maintain emergency exit strategies.
Work directly with building property management to flag, track, and resolve maintenance, cleaning, and repair needs.
Handle incoming and outgoing mail, packages, and deliveries, ensuring they reach their intended recipients while maintaining discretion and confidentiality.
Maintain oversight of office equipment and supply levels, initiating proactive replenishment to ensure uninterrupted team operations.
Track expenses and assist with general purchasing to ensure alignment with our budget.
Serves as the designated backup for cash and check processing during the absence of the Manager of Finance & Operations.
Provide basic troubleshooting for office technology, including printers, conference room setups, and general IT issues, to minimize workflow disruptions.
Coordinate with our external IT vendor to resolve escalated technical issues, ensure smooth staff onboarding and offboarding, and manage equipment distribution.
Plan, host, and manage the technical aspects of virtual meetings and webinars using Google Workspace or Zoom.
Maintain our digital and physical filing systems, ensuring clean organization and secure document storage within Google Drive.
Collaborate with internal teams to handle the logistics for on-site events, meetings, and staff trainings.
Assist with the physical setup and breakdown of events, and help secure any necessary city permits or insurance coverage.
Work with the Communications team to provide updates for internal newsletters.
Assist the broader operations team with drafting standard operating procedures (SOPs), managing data, and office reconfigurations.
Perform other duties as assigned to support the AVP of Finance and Operations and the leadership team.