Office & Operations Coordinator

Mountain Home Montana•Missoula, MT

5d•Onsite

About The Position

The Office & Operations Coordinator is responsible for receiving visitors at the front entrance, assisting in multiple administrative areas of the organization, including social media, website management, coordinating IT, administration, marketing, grants & gifts assistance, mailings, onboarding and offboarding tasks. The Office & Operations Coordinator also serves as the first point of contact for referrals and general inquiries, providing reception services and directing individuals to the appropriate programs, services, or staff. Mountain Home is a Missoula nonprofit whose mission is to provide a safe home and nurturing community where young mothers discover their strengths, and children thrive. Over the last 25 years, we have built an effective, holistic model of care that integrates supportive housing, mental health care, employment and education support, trauma-informed childcare, and more. We work closely with young families, donors, and community partners to build brighter futures, two generations at a time.

Requirements

High School diploma or equivalent required.
2-4 years’ experience in administrative support, office coordination, or related role.
Experience managing schedules, handling correspondence, and organizing documentation
Understanding of office management systems, procedures, and best practices.
Familiarity with organizational policies, workflows, and department functions.
Basic knowledge of budgeting, procurement, and recordkeeping principles.
Awareness of data privacy regulations and document security practices.
Proficiency with Microsoft Office, Google Workspace, and other common business software applications.
Familiarity with social media platforms and their functions.
Commitment to quality, efficiency, and effectiveness.
Excellent public relations, interpersonal, and customer service skills with a professional demeanor.
Self-starter who works effectively in a collaborative team environment.
Ability to work both independently and as part of a team.
Ability to take initiative and independently plan, prioritize, and complete assigned work.
Strong computer proficiency.
Strong attention to detail with excellent time management and multitasking abilities.
Ability to manage small projects and coordinate resources effectively.
Adaptable to changing priorities while maintaining efficiency and accuracy.
Ability to maintain confidentiality when handling sensitive information.
Collaborates effectively with cross-functional teams and organizational leadership.
Current CPR/First Aid certification or willingness to obtain certification within a designated timeframe.

Nice To Haves

Associate or bachelor’s degree in business administration, management, or related field preferred.

Responsibilities

Assist in onboarding new employees
Serve as the point of contact for incoming phone calls
Send, collect, and deliver the mail daily to clients and staff
Manage the office supply budget, purchase and maintain an inventory of common office supplies, and fulfill departmental supply requests.
Greet people and assist them in connecting with the appropriate staff
Check the info@ email account daily and respond to/forward to appropriate staff
Prepare materials and coordinate logistics for the BOD meetings.
Monitor and maintain the organization's primary multi-function printer, ensuring paper, toner, and other supplies are stocked and operational issues are addressed promptly.
Coordinate employee onboarding and offboarding administrative processes.
Manage employee records and reporting within BambooHR.
Create and maintain BambooHR reports for new hires, CPR certifications, driver's licenses, vaccinations, professional licenses, and other required compliance documentation.
Create DocuSign accounts for new hires.
Prepare ready-to-send packets for IRA paperwork and background checks.
Serve as the primary liaison with TechNellogic for IT support requests, equipment setup, and basic troubleshooting.
Coordinate the return of company assets during employee offboarding, including laptops, chargers, mobile phones, keys, and other organizational property.
Process charitable gifts, including checks, credit card donations, and electronic funds transfers.
Record and maintain donor information and gift records in Bloomerang donor management software.
Run donor outreach and fundraising reports.
Enter timely and accurate donor interaction notes from phone calls, emails, meetings, and visits.
Generate, coordinate signatures for, and distribute donor acknowledgment and thank-you letters.
Maintain and update donor acknowledgment letter templates.
Respond to routine donor and donation-related inquiries and emails.
Create, schedule, obtain approval for, and publish social media content.
Coordinate the ordering, production, printing, and distribution of marketing materials.
Update website content as requested by appropriate organizational contacts.
Coordinate marketing-related printing, mailings, and promotional materials.
Provide administrative support for grant and fundraising activities as assigned.
Participate in all-staff meetings, trainings, committees, and other organizational activities as required.
Support Mountain Home's mission, values, and collaborative team environment.
Complete special projects and perform other duties as assigned.