Office Operations Coordinator

SERENITY HOME HEALTH CARE•Niles, IL

9d•$20 - $23

About The Position

The Office Operations Coordinator is responsible for cross-functional operational coordination and infrastructure documentation. This new position supports vehicle procurement documentation, branding coordination, office layout records, emergency plans, evacuation maps, safety documentation, and HVAC maintenance coordination for the head office. The role also monitors multi-site camera systems, supports branch setup and operational logistics, executes orders based on approved Purchase Requisitions, maintains system logs, and reports or escalates operational issues.

Responsibilities

Coordinate vehicle procurement documentation after approval and track vehicle documentation, registration status, insurance card coordination, GPS activation status, and branding readiness.
Coordinate vehicle wrapping and decals according to approved Serenity colors and specifications, escalating branding issues before work is approved or completed incorrectly.
Coordinate approved branding needs, including signage, window decals, business cards, flyers, feather flags, vehicle branding, and related materials; track vendors, proofs, approvals, delivery, and installation timing; and maintain related documentation.
Maintain and update office layout records, floor plans, space utilization notes, seating and workspace records, and branch setup documentation; support space-planning documentation for new or changing office locations.
Maintain emergency plans, evacuation maps, muster point documentation, safety postings, and related records; coordinate updates when relevant office features or safety arrangements change.
Coordinate head office HVAC maintenance, track service requests and vendor scheduling, monitor completion and unresolved issues, and escalate urgent concerns, delays, and cost issues to the VP.
Monitor multi-site camera systems for security incidents, operational issues, and safety concerns; review footage when incidents or discrepancies arise; report and escalate suspicious activity or violations; identify camera outages; and coordinate maintenance with vendors or IT.
Support branch setup, moves, and operational logistics; handle on-site issues and urgent requests; and assist with equipment coordination and setup.
Execute orders based on approved Purchase Requisitions, ensure orders match approved specifications, and prevent unauthorized or incorrect orders.
Maintain complete and accurate records in MySignIn logs and work order systems.
Report operational issues, risks, and delays; provide updates on work orders, maintenance, vendor performance, and camera-related incidents; and promptly escalate unresolved issues.