Operations Coordinator

Austen Riggs Center • Stockbridge, MA

7h

About The Position

The Operations Coordinator provides administrative support to multiple departments across the organization and works in partnership with administrative staff to provide cross-functional support and coverage when colleagues are away or unavailable. The role supports purchasing and inventory management, vendor coordination, expense reconciliation, scheduling, meeting preparation and minutes, policy and procedure documentation, filing, shipping and receiving, reception coverage, and general administrative work. It also supports company-wide events and helps departments transition from paper-based processes to a digital work environment.

Requirements

• Associate’s degree or related experience.
• One to three years of experience in a fast-paced office or customer service environment.
• Ability to manage multiple priorities and support more than one department.
• Excellent verbal and written customer service and communication skills.
• Ability to manage calendars, schedule meetings, track deadlines, and coordinate across multiple departments.
• Proficiency with Microsoft 365 applications.

Nice To Haves

• Prior experience with an electronic health record (EHR) system or Customer Relations Management (CRM) system.

Responsibilities

• Provide general administrative support to operations departments.
• Create inventory management and purchasing systems for organizational supplies.
• Work with vendors to maintain appropriate inventory levels, obtain required documentation, and follow cost guidelines.
• Schedule meetings, prepare presentations and event materials, and take meeting minutes when appropriate.
• Support company-wide events, including planning, ordering food or catering and supplies, and ensuring timely vendor payments.
• Oversee shipping and receiving for the organization.
• Work with departments to document policies and procedures and support the transition from paper-based processes to a digital work environment.
• Scan historical files and create comprehensive filing systems for various departments.
• Provide reception desk coverage as needed.
• Provide cross-functional administrative support when staff members are away or during major projects.
• Take on other projects as necessary.
• Reconcile expenses.

Benefits

• Medical, dental, and vision insurance.
• Disability and life insurance.
• Retirement plan 403(b) with generous employer contribution.
• Flexible spending and Dependent Care accounts.
• Generous paid time off and 12 paid holidays.
• Tuition reimbursement.
• Onsite library.
• Employee assistance program.
• Free lunch.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree