Operations Coordinator

UMass President's Office•Amherst, MA

32d•$45,000 - $60,000•Hybrid

About The Position

The Operations Coordinator supports daily office operations in Westborough, MA by coordinating building access and visitor management and partnering with property management and vendors to keep the workplace clean, safe, and fully operational. The role also supports meetings and events (including room scheduling, setup, and event logistics), manages mailroom and office supply functions, enters and tracks procurement requests and invoices, and helps document procedures and communicate operational updates.

Requirements

Associate’s degree or equivalent experience.
A minimum of five years’ operations support experience within a high-paced office environment.
Excellent communication skills including verbal and written.
Knowledge of office procedures and equipment.
Proficient with Microsoft office applications.
Demonstrated ability to: Work effectively with all members of the organization and outside constituents.
Demonstrated ability to: Organize, set priorities, and multi-task with minimal supervision.
Demonstrated ability to: Manage competing priorities and deadlines.
Demonstrated ability to: Ensure compliance of university policies/procedures.

Nice To Haves

Bachelor’s degree
A general understanding of accounting and purchasing principles.
Creative thinking, offering input and suggestions to improve efficiency and effectiveness.

Responsibilities

Provide front office reception support and handle incoming phone calls and inquiries.
Support building access control system software, including badge & access requests, visitor management, and document processes.
Coordinate facility maintenance and repairs with property management and third‑party vendors; submit, track, and follow up on work orders to completion.
Oversee minor maintenance tasks (e.g., appliance cleaning, minor furniture repairs) and escalate vendor repairs when necessary.
Manage office equipment and coordinate service support as needed.
Conduct routine walkthroughs and respond to issues to ensure common areas and workspaces are clean, safe, and fully operational.
Maintain emergency supplies and assist with emergency procedures and office preparedness activities.
Coordinate surplus/disposal activities and ensure compliance with recycling/disposal policies.
Enter requisitions, purchase orders, and vendor invoices; track approvals and follow up on outstanding requests.
Perform other operational tasks and errands as assigned; provide support to departments without dedicated onsite resources.
Support the online event reservation system (Robin) by reviewing, coordinating, approving or declining, and scheduling meeting room and event reservations, while providing general operational support.
Manage event coordination work order submissions (Salesforce) and coordinate the facilities, room configuration, cleaning, A/V, and other operational support needed and be primary contact who submits information in Robin
Support Administration and Finance (A&F) event planning by coordinating outside reservation scheduling and preparing or placing shopping and supply orders for A&F events.
Set up and break down rooms and furniture for meetings, trainings, and events.
Provide light A/V support for meetings and events and escalate complex issues to the IT department.
Lead mailroom and shipping activities: receive, sort, route incoming mail and packages; process outgoing mail and shipments.
Manage inventory, procurement, and restocking of essential office and building supplies; perform weekly errands to maintain stock levels.
Assist in developing, documenting, and implementing operational procedures to improve office workflows and building operations.
Maintain and update operations calendars.
Communicate operational updates to occupants and stakeholders.
Provide administrative and operational support to all departments, including backup coverage for routine administrative functions and other duties as needed.
Perform other responsibilities as required