Operations Coordinator

MYSI CORPORATION • Chicago, IL

11d • $25 - $26

About The Position

The Operations Coordinator provides direct support to the Deputy Director/Chief Operating and Financial Officer in overseeing the agency’s facilities, information technology, compliance, and general business operations. With a focus on maintaining safe, functional residences for youth and a well-run administrative office, the Operations Coordinator serves as the first point of contact for facility related issues, handles basic hands-on tasks, supports IT coordination with the Managed Service Provider, and ensures compliance with required inspections and safety standards. This junior level role emphasizes strong organization, proactive problem solving, and the ability to coordinate vendors, maintain accurate documentation, and support facilities and risk management processes that keep the organization running smoothly.

Requirements

• 1–3 years of relevant experience in operations, facilities coordination, IT support, nonprofit administration, or related work.
• Ability to perform basic hands-on facilities tasks (bulb changes, simple troubleshooting, small repairs).
• Strong organizational and documentation skills with attention to detail.
• Ability to manage multiple tasks and respond quickly to emerging facility needs.
• Strong communication and customer service skills, with the ability to support staff in a calm and solutions-oriented manner.
• Intermediate proficiency in Microsoft Office 365 including Excel (ability to perform more complex tasks such as data analysis, multi-factor sorting and filtering, and lookup functions); Word (ability to use templates, perform merges, manage data on tables, and customize toolbars); and Outlook (use of scheduling and calendar sharing, how to filter, search, and archive emails, creating rules).
• Ability to assist staff in learning and using our facilities maintenance software platform.
• Valid driver’s license, insurable driving record, and ability to travel between agency sites in your personal vehicle (reimbursed).
• Must be able to administer CPR and First Aid. (training available)
• Must meet DCFS background and transportation requirements, including a valid Illinois or Indiana driver’s license and current auto insurance.
• Must comply with Child Care Act CH 23 Part 2215.1 Section 5.1a 6.

Nice To Haves

• Experience working in youth residential programs, human services, or facilities management.
• Familiarity with coordinating vendors, managing contractors, or supporting IT through MSPs.
• Basic understanding of facility inspections, safety regulations, and compliance tracking.
• Experience supporting budget monitoring or collecting financial documentation.
• Interest in risk management, preventive maintenance, and continuous improvement of operating systems.

Responsibilities

• IT Coordination Serve as day-to-day liaison with the IT Managed Service Provider; track and follow up on open tickets and ensure timely resolution.
• Support staff onboarding/offboarding by coordinating technology setup, equipment, and account access.
• Maintain IT asset inventory, monitor equipment condition, and coordinate replacements or upgrades.
• Assist with routine IT security activities, including access reviews and gathering documentation for audits.
• Facilities & Property Coordination Act as the first point of contact for staff and contractors regarding facilities concerns or emergencies at any of the five agency properties.
• Monitor, update, and troubleshoot the facilities management ticketing system.
• Coordinate work orders, repairs, and maintenance with vendors and contractors; ensure timely and complete service delivery in compliance with Service Level Agreements.
• Perform basic hands-on tasks, including changing light bulbs, replacing batteries, plunging toilets, resetting breakers, and other minor fixes.
• Conduct regular walkthroughs of residences and the office to identify issues proactively and escalate as needed.
• Track and schedule all required inspections (fire extinguishers, alarm systems, HVAC service, safety equipment, occupancy requirements) and maintain a preventive maintenance calendar.
• Maintain organized facilities documentation, including vendor lists, manuals, warranties, service histories, and access logs.
• Support emergency preparedness activities (safety drills, outage protocols, facility-related risk assessments).
• Risk Management & Compliance Support Track and support compliance for required external inspections, landlord obligations for rented residences, and internal safety protocols.
• Maintain incident logs related to facilities or IT issues and assist with insurance documentation as needed.
• Support implementation and periodic updates of operation-related policies, procedures, and SOPs.
• Maintain organized, accessible digital files for audits, safety records, and regulatory materials.
• Finance & Administrative Support Support Accounts Payable by collecting vendor documentation (W9s, Evidence of Insurance, compliance documents).
• Assist with budget tracking by maintaining work order logs and monitoring facilities expenses.
• Track procurement needs and assists with purchasing and vendor coordination.
• Support contract and lease tracking, including renewal dates and required documents.
• Provide administrative support to operation-related projects, cross-departmental tasks, or new-hire onboarding logistics when needed.

Benefits

• A commitment to work-life balance with 4-weeks paid time off (increase in accrual based on seniority).
• 10 Paid Holidays, including 2-4 floating holidays.
• 403b Retirement.
• Employer-sponsored health insurance (HMO & PPO) and dental insurance.
• Employer-paid basic life insurance valued your annual salary up to $100K.
• AD&D, Short-term & Long-term disability, Voluntary Plans and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 51-100 employees