Operations Coordinator

Pine Tree Society, Inc. • Bath, ME

6d • $24 - $26 • Hybrid

About The Position

The Operations Coordinator is integral to the effective daily operations of Pine Tree Society. This role supports seamless internal processes by facilitating cross-functional coordination across Operations, Human Resources, Finance, and providing general administrative support as needed.
Working in close partnership with leadership and departmental teams, the Operations Coordinator helps optimize workflow efficiency, ensure compliance with organizational standards, and advance overall strategic objectives.

Requirements

• Commitment to advancing the critical mindsets of Pine Tree Society: We don’t say we can’t, we say, how can we. We collaborate to improve, grow, and meet goals. We meet the needs of our teams so they can better meet the needs of the people they serve.
• Commitment to creating and maintaining a supportive work environment aligned with Pine Tree Society's values of respect and inclusion, communication and accountability, client-centric approach. continuous improvement and innovation, and care for employee well-being.
• Strong organizational and time management skills—ability to prioritize multiple tasks and meet deadlines.
• Knowledge of basic financial processes and billing.
• Receptive to feedback, coaching and working across leaders and managers to effectively meet goals.
• Bachelor’s degree preferred.
• 2–4 years of experience in operations, administrative coordination, project support, or a similar role preferred.
• Experience supporting cross-functional teams.
• Experience coordinating schedules, meetings, and logistics.

Nice To Haves

• Experience supporting process improvement initiatives is a plus.

Responsibilities

• Assist with vendor coordination and service contracts
• Assist in the development, documentation, and continuous improvement of operational procedures
• Identify operational risks and implement mitigation strategies
• Serve as a central point of contact for operational inquiries
• Support other Operations functions where necessary
• Ensure compliance with organizational policies, regulatory requirements, and industry standards
• Track employee certifications, training, and compliance documentation
• Completes new hire background checks, including reference checks, and required re-checks of current employees
• Ensure adherence to safety protocols,
• Assists in submitting post-payroll reports
• Support other HR functions where necessary
• Coordinates the payment of benefit vendors
• Reports and processes all financial payments received via mail for all Pine Tree Society programs
• Processes billing and provides billing support
• Support other Finance functions where necessary
• Coordinate board meetings, prepare agendas, and track action item
• Support audit processes and regulatory reporting across programs as needed
• Support other administrative functions where necessary

Benefits

• Comprehensive health, and vision insurance options for you and your family, as well as employer paid dental insurance.
• Paid life insurance and short-term disability
• A generous paid time off (PTO) accrual policy that includes 15 days/year to start, 12 paid holidays (including 2 floating holidays of your choice)
• Retirement plan with employer match and annual discretionary contributions
• Paid training, certifications, and career development opportunities
• Tuition advancement program of up to $5,250 a year for degree programs at an accredited college or university
• An extensive Employee Assistance Program (includes free counseling, mental health support, wellness resources, financial education support, and more!)
• Access to discounted rates on voluntary insurances (includes accident, illness, cancer, additional life, and disability insurances)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level