Operational Initiatives Coordinator

Mentavi Inc.•Grandville, MI

3d•Hybrid

About The Position

As our Operational Initiatives Coordinator, you will be the central hub for our company operations, working in tandem with leadership, and the person who keeps our daily rhythm on track. This is a high-visibility role for a proactive doer who is a sharp, highly organized professional who thrives on organization and stays one step ahead of the day’s needs. You take pride in the company culture and hybrid office environment, ensuring the space is consistently in a ready state and that all logistics are airtight and polished for the team. We are looking for a master of details with a positive, let’s go! energy who finds satisfaction in being the reliable anchor behind the scenes. If you are someone who anticipates logistical needs before they arise and loves the rewarding challenge of making a busy office run seamlessly, you will be a vital part of our team’s success. This is a hybrid role requiring a minimum of four (4) days per week on-site at our Grandville, MI office; candidates must be able to meet this requirement to be considered for the position. Core presence is required during regular business hours, typically 8:00 AM to 5:00 PM ET but with some flexibility based on activity flow. This role will report to the Director of HR. You’ll be interested if: You have the autonomy to accomplish tasks, shape the company culture, and lift the office experience. You are the person who ensures that when the team walks in, the environment is polished, the tech is tested, and the vibe is right. This role is for someone who loves to stay two steps ahead. You’ll have the autonomy to spot a need before it’s a problem, ensuring our environment is always polished and our operations never miss a beat. You’ll have a front-row seat to how the business runs and the direct access needed to keep our leadership team aligned and moving fast. You’ll be part of a nationwide online mental health business that pioneered one of the first clinically validated online diagnostic evaluations, and strives to make a positive difference in the lives of patients every day.

Requirements

A Professional Mindset
A proactive attitude with a passion for creating a welcoming and high-functioning office environment.
A hospitality-first approach to office management, ensuring common areas including, but not limited to, meeting rooms, and kitchen spaces are not only functional but polished and inviting at all times.
Exceptional situational awareness and the ability to solve problems or anticipate needs before they escalate.
Proven ability to handle confidential information with the utmost discretion and sound judgment.
Ability to remain flexible and calm under pressure while managing shifting priorities or immediate facility needs.
Communication & Intelligence
High level of communication intelligence, including the ability to draft professional messages that match the company tone.
Ability to evaluate how administrative decisions (like catering or scheduling) impact team morale and leadership alignment.
Skill in distinguishing between routine administrative tasks and high-level directives that require leadership consensus.
Exceptional verbal skills for professional interaction with colleagues, executives, and external partners.
Technical & Physical Execution
Proficiency in Google Workspace, Slack, and video conferencing platforms, with the comfort to troubleshoot basic hardware issues or its equivalent.
Strong organizational skills and the ability to manage multiple on-site tasks with meticulous attention to detail.
Ability to work independently in a complex environment and manage time-sensitive, competing priorities.
Ability to maintain a high-energy physical presence throughout the office, including being able to lift a maximum of 50 lbs as needed for office logistics and setup.
Experience in vendor relations and coordination (e.g., catering, facilities maintenance, supply procurement), ensuring high standards of service delivery and cost-effectiveness.
Ability to sit or stand for extended periods.
Minimum of 2 years of proven experience in office operations or administrative support, ideally in a fast-paced or growing environment is required.

Nice To Haves

Working knowledge of AI productivity tools (e.g., ChatGPT, Gemini).
Ability to capture and curate internal "culture moments" for social media or internal newsletters, ensuring our team’s energy is visible and celebrated.
A basic eye for layout and design (e.g., Canva or PowerPoint) to ensure office signage, internal slides, and recognition materials to create visually engaging announcements, slides, or employee recognition materials.

Responsibilities

Coordinate and execute logistics as needed for various operational initiatives, working in tandem with the executive team.
Assist in creation of internal communications content to contribute to an informed, engaged company culture.
Maintain the office environment in a constant state of readiness, ensuring all physical spaces are polished and professional.
Support company-wide meetings, overseeing video systems, live chat engagement, and presentation flow.
Conduct daily walkthroughs of the office to identify and resolve any facility or aesthetic issues before they impact the team.
Manage vendor relationships and office inventory to ensure the facility is fully stocked and operational at all times.
Execute internal culture projects and employee recognition initiatives.
Support distribution of office-wide communications that reflect the company’s tone and keep the team informed on operational updates.
Audit and troubleshoot all conference room technology and video hardware weekly to ensure a seamless experience for every meeting.
Support ad-hoc projects for the HR and Compliance functions as needed.
Anticipate logistical needs for onsite events and leadership sessions, ensuring all catering, tech, and materials are confirmed well in advance.
Serve as the primary point of contact for facility inquiries, handling immediate office needs with a helpful and proactive approach.
Facilitate the physical setup and breakdown of multi-purpose spaces for leadership retreats or collaborative working sessions.
Contribute to a positive company culture by assisting with initiatives and events that promote team well-being and collaboration.
Other job duties, as assigned to support the overall operational needs of the organization.