Part-Time San Francisco Operations Coordinator

International Council on Clean Transportation•San Francisco, CA

3d•Hybrid

About The Position

The ICCT is seeking a part-time Operations Coordinator to support the day-to-day operation of its San Francisco office. The role is the primary point of contact for the office and helps maintain a welcoming, functional, and well-organized workplace for staff, visitors, and partners. The position is based in the San Francisco office, averages approximately 16 hours per week, and reports to the Senior Global Operations Manager in Berlin, Germany. It also supports the San Francisco Managing Director. The coordinator manages office operations, building communications, visitors, vendors, office culture and events, budgeting and expenses, administrative support, staff onboarding and offboarding, and logistics for Board meetings and office events. The role also supports implementation of organizational policies, coordinates local IT hardware matters with the global IT department, and serves as a resource for workplace safety and emergency preparedness. The coordinator may assist with special projects and other assigned responsibilities.

Requirements

At least one year of work experience in office management, executive assistance, or a similar customer-facing or administrative role.
Demonstrated experience in event coordination, planning, or execution.
Strong written and verbal communication skills in English.
Proficiency using technology, including generative AI, to communicate effectively, organize information, and produce high-quality outputs.
Exceptional organizational skills, the ability to prioritize tasks effectively, and meticulous attention to detail.
A positive, friendly attitude and enjoyment of working with other people.
Ability to be present in the San Francisco office at least two days per week, with occasional remote work.

Nice To Haves

An interest in making a difference in climate change or other social and environmental issues.

Responsibilities

Manage day-to-day operations of the ICCT San Francisco office.
Communicate with building management and manage visitors and vendors.
Foster a positive office culture and environment, including organizing social events and activities.
Partner with the San Francisco Managing Director to define and implement office operational objectives.
Develop and monitor the San Francisco office operations budget and expenses, including preparing expense reports and payment approvals.
Support timesheets and expense reports, and provide ad hoc calendar assistance for the Chief Operating Officer, San Francisco Managing Director, and select senior staff.
Support onboarding and offboarding of San Francisco staff.
Coordinate and execute logistics for Board meetings and events hosted in the San Francisco office.
Understand organizational policies, practices, and procedures, support their implementation in the San Francisco office, and provide staff with guidance as appropriate.
Provide IT support, including coordinating management and renewal of San Francisco office IT hardware in collaboration with the global IT department.
Serve as a resource for workplace safety and emergency preparedness, and support the development and maintenance of emergency response and preparedness plans.
Assist with special projects and other responsibilities as assigned.