Operations Program Coordinator

The Nature Conservancy•Brunswick, ME

2d•Onsite

About The Position

The Operations Coordinator provides administrative, logistical, and operational support to help ensure the effective day-to-day functioning of TNC Maine. Working as part of the Operations team, the Coordinator supports office and facilities administration, purchasing, fleet management, workplace safety, records management, employee engagement activities, volunteer coordination, and other operational services that enable staff success and organizational effectiveness. The Operations Coordinator collaborates with staff, vendors, volunteers, and other partners to coordinate activities, maintain accurate records and information, respond to routine requests, and ensure operational tasks are completed efficiently and on schedule. The position follows established systems, procedures, and guidelines while exercising sound judgment in managing day-to-day responsibilities and escalating more complex issues as needed. This is a part-time, in-office position based in Brunswick, Maine, requiring 18-20 hours per week. Full benefits are available for employees working 20 hours per week. A well-organized office is the backbone of a successful organization. Located in Brunswick, Maine, our team thrives on collaboration, innovation, and a shared commitment to conservation. We strive to create an inclusive workplace where every team member feels valued, supported, and equipped to succeed. The Operations Coordinator plays a key role in maintaining smooth and effective office operations. This position is responsible for coordinating a wide range of administrative and operational functions, including office and facilities management, purchasing and vendor coordination, fleet administration, records management, mail distribution, equipment maintenance, and general staff support. The Coordinator helps ensure that operational systems, services, and resources are organized, responsive, and aligned with organizational needs. Working closely with staff across the Maine Chapter, the Operations Coordinator provides service-oriented support, assists with planning and logistics, maintains accurate records and documentation, and contributes to a positive and productive workplace environment. The Coordinator also serves as a point of contact for routine operational matters and may communicate on behalf of their supervisor with internal and external partners, including staff, donors, vendors, landlords, and service providers to coordinate activities, distribute information, and support successful program and business operations.

Requirements

Bachelor's degree and 1-year experience or equivalent combination
Experience providing administrative support, including some or all the following: phones/customer service, mail distribution, equipment maintenance, vehicle management, or organizing files
Experience with property/facilities management
Experience in business writing, editing, and proofreading
Experience organizing time and managing diverse activities to meet deadlines
Experience performing one or more administrative processes
Experience working and communicating with a wide range of people

Nice To Haves

Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
Excellent interpersonal communication skills and a strong customer service focus
Courteous, personable, tactful, and able to deal effectively and sensitively with all levels of staff and public
Interest and ability in incorporating a diversity, equity, and inclusion lens when communicating and decision-making
Familiarity with standard business communications
Demonstrated flexibility to changing situations and priorities
Strong verbal and written communication skills
Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems
Ability to apply research skills
Database skills, including managing and tracking data, and producing reports
Strong organizational skills and attention to detail

Responsibilities

Perform administrative, logistical, and operational duties under general supervision and in accordance with established policies, procedures, and guidelines
Serve as the primary liaison with the office landlord to address facility, parking, storage unit, vehicle, and electric vehicle charger issues, and communicate landlord notices to staff
Maintain office systems, equipment, and vendor relationships
Manage Conservancy-owned vehicle fleet operations, including coordinating regular maintenance, state registration, EZPasses, insurance cards, and related documentation
Assist with documenting procedures, updating operational resources, and implementing approved process improvements
Monitor and support phone reception services
Provide reception support during office events and meetings
Receive, process, and distribute mail
Serve as the Business Unit Safety Lead and manage emergency procedures and related documentation
Process incoming checks in coordination with Development staff, including electronic deposits and document scanning
Maintain accurate records, files, trackers, databases, and other operational documentation using established systems and tools
Collect, organize, and enter operational, compliance, workforce, or program information and assist with preparing routine reports and updates
Respond to routine staff and stakeholder questions and provide information about established processes, systems, resources, and Business Unit activities
Support compliance with applicable Conservancy policies, procedures, operational standards, and documentation requirements
Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive, high-trust working relationships
Make day-to-day decisions within the scope of assigned responsibilities and prioritize routine work to meet established deadlines
Identify routine problems and use existing procedures, guidance, and resources to resolve them, referring complex, sensitive, or unusual matters to the appropriate colleague or supervisor
Handle confidential and sensitive information with discretion and professionalism
Support financial administration activities, which may include purchasing, vendor contracting, and budget tracking
Work in an environment involving infrequent exposure to disagreeable elements and minor physical exertion and/or strain