Operations & Office Coordinator

SEADC•San Francisco, CA

30d•Onsite

About The Position

The Operations & Office Coordinator is a key member of SEADC's Administration team and is responsible for coordinating day-to-day office, facilities, vendor, and administrative operations, along with employee onboarding, offboarding, and HRIS support. Reporting directly to the Executive Director, the Coordinator helps ensure SEADC maintains a clean, organized, safe, functional, and professional workplace, and that routine operational needs are completed accurately and on time. The position serves as the primary day-to-day contact for facilities and operational vendors, supports office systems and organizational logistics, coordinates routine onboarding and offboarding administration, provides Rippling HRIS support, and follows through on operational projects assigned by the Executive Director. The coordinator also supports time-limited operational and facilities projects, including office transitions, workspace setup, renovations, and other organizational projects assigned by the Executive Director.

Requirements

At least 3 years of relevant experience in office coordination, administrative operations, facilities, nonprofit operations, or a similar role.
Demonstrated experience coordinating vendors, facilities, office logistics, service providers, or operational projects.
Strong organizational and project coordination skills, with the ability to manage multiple priorities, deadlines, records, and follow-up items.
Ability to independently manage routine operational responsibilities, exercise sound judgment, solve day-to-day problems, and know when to escalate issues.
Strong written and verbal communication skills and the ability to work professionally with staff, vendors, contractors, supervisors, and organizational partners.
Strong attention to detail, reliability, discretion, and ability to maintain confidential and sensitive information.
Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Comfort working in a hands-on operations role that includes office, facilities, storage, vendor, administrative, employee onboarding/offboarding, and HRIS support responsibilities.
Passion for the organization's mission and values.
Attend meetings, trainings, and organizational events outside regular business hours, including occasional evenings and weekends, and travel locally as required. This includes participation in the annual staff strategic planning offsite, staff appreciation events, and fundraising events.
Successfully complete fingerprinting background check and TB clearance before starting date.
Must be authorized to work in the United States. SEADC does not provide sponsorship for work visas.

Nice To Haves

Experience supporting employee onboarding and offboarding, maintaining personnel records, and administering a human resources information system (HRIS), such as Rippling, preferred.
Ability to learn new systems and technologies and support employees with routine system navigation and administrative processes.

Responsibilities

Coordinate day-to-day office and facilities operations, including building access, cleanliness, office supplies, shared spaces, storage, routine maintenance, and workplace readiness.
Maintain a clean and organized office and storage unit; periodically review inventory and coordinate disposal, relocation, or replacement of outdated or unnecessary items.
Serve as the primary day-to-day contact for janitorial, IT, maintenance, repair, supply, moving, and other operational vendors; monitor service quality and follow up on issues through resolution.
Maintain current vendor records, contracts, W-9s, certificates, service schedules, and related documentation; escalate significant cost, contract, performance, or safety concerns to the Executive Director.
Maintain office equipment and property records, including keys, phones, laptops, credit cards, and related operational inventory, in coordination with HR and IT.
Pick up, open, sort, and route organizational mail and time-sensitive documents, including invoices, checks, bills, and other financial materials, to the appropriate staff.
Monitor general office phone, email, fax, calendars, SharePoint, and other administrative systems; update forms, documents, surveys, and internal records as assigned.
Coordinate logistics for staff meetings, Executive Director Coordination meetings, Board meetings, trainings, staff events, and organization-wide activities, including setup, technology, food, RSVPs, materials, and meeting minutes when assigned.
Support the Executive Director with operational follow-up, administrative projects, scheduling, and routine coordination with staff, vendors, contractors, and external partners.
Support operational purchasing, payment processing, vendor documentation, and credit card reconciliation as assigned.
Coordinate administrative aspects of employee onboarding and offboarding in partnership with the Executive Director, supervisors, HR consultant, IT, and other appropriate staff.
Maintain onboarding and offboarding checklists and coordinate required documents, orientation logistics, equipment, keys, technology access, system setup, and return of organizational property.
Provide routine employee and supervisor support with Rippling, including assigned workflows, basic system navigation, routine employee information updates, and administrative follow-up.
Track required employee documentation, training, acknowledgments, and routine HR administrative deadlines and follow up with staff as needed.
Provide administrative coordination for recruitment, benefits, performance management, and other HR processes as assigned, while maintaining confidentiality of personnel information.
Refer employee relations and HR matters to the Executive Director or HR consultant for guidance and resolution.
Coordinate time-limited operational and facilities projects assigned by the Executive Director, including office relocations, renovations, workspace setup, and other organizational transitions.
Maintain project timelines, task lists, vendor coordination, staff communications, and follow-up to support timely completion.
Coordinate movers, contractors, IT, furniture, equipment, supplies, records, and site-readiness activities as needed.
Support the Executive Director with building renovation and facilities-related project coordination, including scheduling, site monitoring, meeting logistics, and follow-up on operational issues.