Operations Coordinator Jobs

About The Position

Requirements

• 3+ years of experience in operations, administration, project coordination, ideally in a nonprofit setting.
• Strong organizational and prioritization skills.
• Strong problem-solving skills and a continuous improvement mindset.
• Experience with project management and organizational tools, including as administrator (Asana, Slack, Google Workspace).
• Comfort learning and improving technology systems and workflows.
• Strong, timely written communication and follow-through
• Process documentation skills
• Comfort balancing detailed administrative work with higher-level systems/strategic thinking
• Attention to detail and follow through
• Strong technical literacy with the ability to learn, troubleshoot, and administer software systems.
• Ability to switch directions throughout the day; responsiveness to emerging staff needs
• Curious, resourceful
• Work independently & collaboratively

Nice To Haves

• Google Workspace, Asana, Slack, Zoom, CRM (Every Action)
• General understanding of digital security tools (VPN, Backblaze, Malwarebytes)
• Nonprofit experience a preferred
• Some Finance experience/knowledge is a plus

Responsibilities

• Manage Brooklyn Office and storage facilities, including shipments and supplies; act as key liaison with building management and other NY-based staff using the office
• Manage & triage general inquiries via email and physical mail, and Google Voice
• Direct digital and physical document storage systems, including naming conventions and access (Dropbox, Google Drive, etc), developing procedures & processes on all.
• Collaborate with the Director of Operations on organizational risk management, insurance and state registration compliance
• Maintain and update Operations-specific organizational policies and practices, ensuring compliance with regulations and relevance to current practices.
• Research and implement new tools and systems to enhance operational workflows. Identify and implement cost-saving initiatives to optimize resource allocation across teams.
• Collaborate with other staff and teams to address operational issues, facilitate problem-solving, and lead initiatives to develop innovative solutions.
• Train up to assist Finance Manager with completing weekly tasks related to accounts payable and receivable processes including donation processing and CRM data entry.
• Oversee employee and, when applicable, member access to organizational software and systems, collaborating with HR and IT Firm for onboarding, offboarding, and troubleshooting. Provide general guidance to staff on usage.
• Oversee access, groups, licenses, shared drives for organization. Maintain usage guidelines for the team
• Manage software and technology-related subscriptions/tools, ensuring efficiency, necessity, cost, and tracking of ownership and payments.
• Manage hardware for organization (staff computers, payouts/returns when offboarding)
• Collaborate with Comms, Consultant & IT firm to ensure all aspects of websites are operating smoothly including payments for domains and technical needs.
• Participate in ongoing cross-team committee work and coordination with external IT firm to ensure ongoing care of digital security, relevant staff training, etc.
• Coordinate logistics for annual in-person Staff & Board Retreats
• Research, book, and liaise with facilities
• Bring together ad hoc Logistics team to hold down all processes to ensure smooth logistics for staff retreats (1-2x annually)
• Work closely with ED & Director of Operations for Board Retreat planning
• Maintain historical tracking for all retreats
• Work with Executive Director & Director of Operations to provide administrative support to the Board of Directors including: meeting coordination, document retention, record of voting, board list, etc.
• Work across teams on ongoing and ad hoc committees (hiring, event planning, Exec team)
• Collaborate with Senior Leadership to align operations and program strategies with the organization's mission and goals.
• Provide ad hoc support for national programming initiatives as needed.
• Staff Meeting & retreat attendance
• Other duties as assigned