Project Coordinator - Operations

Hope The Mission • Chatsworth, CA

2d • Hybrid

About The Position

The Operations Coordinator is responsible for receiving, routing, and following through on all repair, vendor visit, permit renewal, and vehicle inspection requests for Hope the Mission's Operations Department. This role serves as the intake, dispatch, and coordination point for Facilities and Maintenance, Safety, IT, Fleet Management, and Warehouse and Delivery Logistics. The position monitors the MaintainX queue, assigns work, maintains the departmental compliance calendar, solicits quotes, issues purchase requests, reconciles vendor invoices, and compiles reports. The Operations Coordinator supports the Director of Operations and the Operations Manager, ensuring that requests are not dropped, deadlines are met, and commitments are kept.

Requirements

• High school diploma or equivalent required.
• Minimum two years of administrative, coordination, dispatch, or operations support experience required.
• CalOSHA 10 Certification required; or ability to obtain within 90 days of hire.
• Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.
• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.
• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.
• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.
• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.
• Must have reliable transportation.

Nice To Haves

• Associate’s or Bachelor’s degree in business administration, operations management, or a related field preferred.
• Experience with work order or ticketing systems, vendor coordination, or compliance record keeping strongly preferred.
• Prior experience supporting a multi-site organization preferred.
• Experience with a work order, ticketing, or computerized maintenance management system such as MaintainX preferred.

Responsibilities

• Monitor the MaintainX queue and all Operations request channels throughout the workday, logging, categorizing, and prioritizing every incoming request.
• Dispatch requests to the appropriate Facilities, Maintenance, Safety, IT, or Fleet staff member, or to an approved vendor, based on trade, site location, and urgency.
• Acknowledge every incoming request within the departmental 24-hour response standard, confirm receipt to the requesting site, and communicate an estimated response time.
• Redistribute open work when a staff member is unavailable or a site escalates, and notify the Director of Operations or Operations Leadership of any request that cannot be assigned within standard.
• Track open tickets through to closure, follow up on aging work orders, and escalate any request that exceeds the established resolution window.
• Recognize matters that require management judgment rather than routine routing, and escalate them promptly.
• Solicit and collect quotes from approved vendors, assembling comparison documentation when multiple quotes are required.
• Issue purchase requests and work orders to approved vendors within assigned dollar thresholds, routing requests exceeding the threshold or involving unapproved vendors to the Director of Operations for approval.
• Schedule vendor site visits, service calls, and preventive maintenance appointments, confirming site access and notifying site leadership in advance.
• Maintain the vendor file, including W-9s, certificates of insurance, business licenses, signed agreements, and contact records, tracking expiration dates and requesting renewals.
• Reconcile vendor invoices against work performed and approved quotes, flagging discrepancies to the Director of Operations before invoices are submitted for payment.
• Maintain the Operations compliance calendar covering facility licenses, permits, regulatory inspections, fire and life safety certifications, and DPH requirements, issuing advance notice of upcoming renewals and expirations.
• Assemble compliance documentation for audits, monitoring visits, and funder or regulatory requests.
• Maintain the departmental filing structure so that records are current, organized, complete, and retrievable.
• Prepare agendas, materials, and meeting notes for departmental meetings as directed.
• Provide status information to sites and internal departments on ticket status, repairs, and estimated response times.
• Maintain the new site operational readiness checklist, tracking progress and reporting to the Director of Operations.
• Open and coordinate utility accounts, waste service, pest control, alarm monitoring, and recurring service contracts.
• Coordinate delivery and installation scheduling for furniture, equipment, and technology.
• Support demobilization logistics including account closure, equipment recovery, and record retention.
• Provide administrative and scheduling support to the Director of Operations and Operations Leadership.
• Maintain inventory of departmental supplies, keys, access credentials, and assigned equipment.
• Participate in departmental and organizational meetings, training, and committees as assigned.
• Perform additional tasks, projects, and responsibilities as assigned by the Director of Operations.
• Occasionally travel to multiple HTM locations.

Benefits

• Equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED