Operations Coordinator - Operations

Boston Public Health Commission•Boston, MA

About The Position

Under the direction of the Director of Operations, performs administrative activities for the Operations Unit, and supports the day-to-day operational services to ensure a continuum of services. This role involves managing supplies, contracts, renovation projects, event planning, furniture purchases, and maintaining various operational aspects of the office and commission spaces.

Requirements

Bachelor's Degree with a minimum of 2 years' experience in Business Administration and/or Finance OR High School Diploma/GED certificate and 4 years minimum experience in Business Administration and/or Finance or relevant life experience may be substituted.
Knowledge of general clerical methods.
A high degree of accuracy and attention to detail is required.
Prior experience in accounting, business or related field.
Proficient in computer skills, including MS Word and Excel.
Must be flexible and willing to help with any task, in an environment that has changing priorities.
Strong organizational, written and oral communication and interpersonal skills required.
Valid MA License and good driving record REQUIRED.

Nice To Haves

Prior experience/knowledge of A/P practices preferred.

Responsibilities

Manage ordering of various supplies for the office and Commission.
Ensure that all contracts that Operations oversee are executed in a timely manner.
Assist Director with managing renovation/furniture reconfiguration projects and moves, including tracking project costs/expenditures and interacting with Budget Office on identifying activity numbers for new projects.
Assist with BPHC-wide event planning, setting up, and operating AV equipment and logistical arrangements.
Assist with all Operations projects and furniture purchases, such as assessing office dimensions or furniture installation projects to ensure proper size furniture is ordered and notifying IT if computers/phones are impacted.
Interface with Procurement Dept once purchase order is executed by tracking delivery date of furniture with the vendor, updating programs on delivery, ensuring removal of old furniture in preparation for new, escorting vendor to location upon product arrival and oversees installation, and making sure employee/program is satisfied before vendor leaves.
Maintain daily copier needs, including the ordering of copier paper as well as office supplies for 1010 Mass Ave and maintaining water filtration unit database for all Commission locations.
Assist with the monitoring of all Commission spaces, including kitchens, bathrooms, conference rooms and common areas for general cleanliness and for reporting any issues to BPHC management for City of Boston's Property team for resolution.
Provide day-to-day administrative support, including covering reception desks as necessary; creating badges for new employees when necessary; picking up and dropping off vehicles for repair if necessary.
Sort mail and faxes as necessary; troubleshoot and resolve routine operational issues around central service equipment and supplies.
Provide guidance to staff on established operational procedures and vendors for purchase of goods and services.
Manage recycling of confidential documents for shredding.
Help to coordinate the organization of storage areas and oversee Operations Dept portion of BPHC Intranet page, including updating all forms.
Perform other duties as required.