Operations Coordinator

IVI America•Basking Ridge, NJ

3h•$25 - $30•Onsite

About The Position

The Operations Coordinator provides onsite and network-wide administrative and facilities support to ensure safe, efficient, well-maintained, and responsive workplace operations. Serve as a key point of contact for employees, vendors, building personnel, and operational requests while coordinating facilities, access, maintenance, logistics, and emergency support across North American locations.

Requirements

Minimum 5 years’ relevant work experience
Basic computer skills; word, excel and email - required
Knowledge of office procedure and office machines (i.e., computer, fax, copier, etc.).

Nice To Haves

Associates Degree Preferred but work experience acceptable

Responsibilities

Maintain accurate and up-to-date administrative files for vendors, operational contacts, site records, and related documentation.
Serve as the onsite Headquarters contact for the Business Operations team, providing in-person operational support and representing the team to employees, vendors, visitors, and building personnel.
Coordinate deliveries, receiving, and related onsite logistics, including communication and coordination with vendors.
Serve as the first line of response for the internal ticketing system and operational email requests, ensuring requests are appropriately addressed, escalated, and resolved in a timely manner.
Partner with landlord and building maintenance personnel to ensure RMA standards for office security, environmental and climate controls, lighting, cleanliness, and overall facility conditions are consistently maintained.
Administer the access and alarm systems, including adding and removing employee access codes, managing passwords, and establishing and maintaining appropriate response procedures for alarm notifications.
Oversee and coordinate maintenance requests across all locations within the North American network, proactively identifying cost-efficient vendors and ensuring effective vendor administration and service delivery.
Assist with the oversight and coordination of renovation, facilities, and office maintenance projects as directed.
Assist with the maintenance and administration of telephone and communication systems.
Maintain and administer the master key system, including appropriate tracking and access controls.
Respond to operational emergencies and facility-related incidents to support the safety and well-being of employees, patients, visitors, and other personnel.
Foster an internal communication environment that promotes open, accurate, timely, and two-way communication of information, ideas, questions, and concerns.