Operations Coordinator

Ayuda

7d•Hybrid

About The Position

The Operations Coordinator supports Ayuda’s day-to-day operational workflows, with a primary focus on front-line operations support, equipment and purchasing coordination, shared-system accuracy, and administrative workflow follow-through. The role helps ensure that operations requests are acknowledged, tracked, communicated, and completed in a timely and organized way, and that critical operational information is maintained in shared systems so work remains visible and recoverable across the team. Ayuda is a 501 (c)(3) nonprofit organization dedicated to providing direct legal, social and language access services, education, and outreach to low-income immigrants in the Washington, DC metropolitan area. Since 1973, Ayuda has provided critical services on a wide range of issues, in the process acquiring nationally recognized expertise in several fields including immigration law, language access, domestic violence and human trafficking. Ayuda has office locations in Washington, DC, Silver Spring, MD and Fairfax, VA.

Requirements

Must be legally able to work in the United States and maintain proper work authorization throughout employment.
Must be able to meet the physical requirements of the position presented in a general office environment.
Experience in operations, office administration, administrative coordination, or similar support work.
Strong organizational and follow-through skills.
Ability to manage multiple requests and deadlines at once.
Strong written communication and customer-service orientation.
Comfort maintaining accurate records and using shared workflow systems.
Ability to identify and escalate issues proactively.
Ability to work collaboratively with staff across departments.

Nice To Haves

Experience supporting purchasing, onboarding/offboarding, office operations, or equipment coordination preferred.
Experience with systems such as SharePoint, Monday.com, HRIS platforms, or similar tools preferred.

Responsibilities

Monitor and triage incoming operations requests through designated team systems.
Acknowledge, assign, and track requests through completion in accordance with team service standards.
Ensure requests received by email, chat, or other channels are entered into the appropriate shared tracking system.
Communicate status updates to requesters and follow up on open items until resolved.
Escalate delays, blockers, or unclear ownership promptly.
Maintain accurate, up-to-date records in operations tracking systems, including request boards, inventory records, and project/task trackers.
Ensure open work includes clear status, next steps, ownership, and supporting notes.
Use designated shared folders and systems as the team’s source of truth for in-progress and completed work.
Help ensure team-owned documents are stored in SharePoint or other approved shared systems rather than personal storage locations.
Coordinate laptop and other staff equipment orders, setup, deployment, replacement, and tracking.
Maintain accurate inventory and asset records, including assignment, status, and key lifecycle information.
Support onboarding for new hires and interns by preparing and coordinating assigned equipment and related setup tasks.
Serve as a first point of contact for routine staff technology requests and troubleshoot or route issues as appropriate.
Coordinate with vendors and internal staff on equipment repairs, replacements, software installation requests, and related follow-up.
Ensure technology-related requests are accurately tracked in shared systems and communicated through resolution or handoff.
Support purchasing workflows, including quotes, disbursement request forms, receipts, and documentation.
Maintain organized records related to operations purchasing and vendor activity.
Coordinate with approved vendors on routine operational requests, orders, and follow-up.
Support staff with operational questions related to purchasing, equipment, and office processes.
Assist with administrative office support tasks such as business card orders and related logistics.
Support recurring operational processes and deadlines, including documentation and routine administrative follow-up.
Support onboarding and offboarding logistics as assigned, including equipment coordination and administrative setup tasks.
Assist in maintaining operational readiness for new hires, interns, and departing staff.
Help ensure relevant onboarding/offboarding tasks and records are updated in shared systems.
Document recurring workflows and maintain clear process materials for key operational tasks.
Help ensure work can be transitioned smoothly during absences, staff changes, or team backup situations.
Participate in process improvement efforts to strengthen consistency, visibility, and service quality across operations workflows.

Benefits

Platinum-level medical insurance plan 100% employer-paid
Dental and vision insurance 100% employer paid
Long-term disability insurance 100% employer paid
Life and AD&D insurance 100% employer paid
Pre-tax 401(k) with Employer match on first 3% of salary
Vacation Days: 21 days per year until year 3, 27 per year in years 3-7 and 33 days per year after 7 years employment. Employees begin with 3 days of vacation leave.
New employees begin with 5 days of Health & Wellness (sick) leave and accrue an additional 5 hours per pay period plus emergency medical leave up to 12 weeks per year
12 weeks paid parental leave
24 days paid holidays and staff wellness days, including Winter Break, the last week of the year
Job-related professional development fees (including annual state bar dues and professional memberships)
Flexible work schedules
Employees with federal student loan debt may be eligible to apply for Public Service Loan Forgiveness through the Department of Education.