Operations Coordinator

Austen Riggs Center•Stockbridge, MA

9d•$21 - $24

About The Position

The Operations Coordinator provides administrative support to multiple departments across the organization. The role supports scheduling, communications, filing, purchasing and inventory management, vendor coordination, expense reconciliation, policy and procedure documentation, meeting minutes, and other general administrative tasks. It partners with administrative staff to provide cross-functional support and coverage when colleagues are away or unavailable. The position also provides reception coverage as needed and oversees organizational shipping and receiving. The Operations Coordinator helps establish inventory and purchasing systems, works with vendors to maintain supply levels and documentation while following cost guidelines, and supports meetings and company-wide events. The role also helps move paper-based processes to a digital work environment by documenting procedures, scanning historical files, and establishing filing systems.

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

Support operations departments with general administrative duties.
Create inventory management and purchasing systems for organizational supplies.
Work with vendors to maintain appropriate inventory levels, ensure proper documentation is received, and follow cost guidelines.
Schedule meetings, prepare relevant presentations and event materials, and take minutes when appropriate.
Support company-wide events, including planning, ordering food, caterers, 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.