Operations Specialist

International Rescue Committee • Sacramento, CA

3d • Onsite

About The Position

The Operations Specialist is responsible for the coordination of operational functions of the Sacramento office, resulting in a well-functioning, compliant environment for staff, clients, and partners. They are the primary point of contact for various functional areas, manage reception, and provide general administrative support. This is a challenging position that requires strong organization, creative problem-solving, a high level of personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment.

Requirements

• One or more years of relevant work experience in office administration; facilities management, procurement or related field, preferred.
• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.
• Bachelor’s degree or equivalent directly related experience required.
• Fluency in English required.

Nice To Haves

• Prior people management experience preferred.

Responsibilities

• Serve as the office’s primary focal point for day-to-day S&S matters.
• Coordinate immediate incident management including filing police reports.
• Report S&S incidents involving covered persons in accordance with established protocols.
• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
• Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.
• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources, including appropriate channels for incident reporting.
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
• Serve as the office’s primary point of contact for procurement and supply chain.
• Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage and maintain digital and physical files.
• Manage vendor billing/invoices in coordination with Finance team.
• Coordinate fleet management in accordance with established protocols.
• Coordinate on- and off-site storage needs.
• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
• Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Assist with planning and coordinating office events and meetings.
• Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk with a high degree of professionalism.
• Coordinate and refer walk-in clients to appropriate programs.
• Answer calls, manage general email account, and respond to walk-in inquiries.
• Complete I-9 verifications with new hires.
• Other duties as assigned

Benefits

• 10 paid sick leave
• 10 U.S. holidays
• 20-25 generous paid time off based on role and tenure
• medical insurance starting at $163/month
• dental starting at $6.50/month
• vision starting at $5/month
• flexible spending accounts (healthcare, dependent care, and commuter)
• a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting)
• disability and life insurance
• an Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level