Coordinator, Operations

The Coordinator, Operations is the first point of contact for the organization.  This individual will deliver exceptional customer service and provide an overall welcoming environment with all visitors, clients and vendors and manage incoming phone calls for the organization.  The Coordinator will also perform additional administrative office duties as needed.  This is a full-time, in-person position with an annual salary range of $45,000 - $53,000 commensurate with experience.       KEY PERFORMANCE INDICATORS & SKILLS :

• Maintain a professional reception area : clean, neat, and organized Answer, screen, and direct incoming calls in a courteous and timely manner; take and relay accurate messages as needed Monitor office surveillance system and coordinate daily visitors list with building security Manage meeting room schedules using shared calendar tools (Outlook) – book reservations, advise relevant staff of conflicts, and assist in identifying alternative accommodations Coordinate meeting set-ups and monthly staff birthday celebrations - ensure that all equipment, supplies, and food orders / deliveries are confirmed, and set up prior to meetings Support with setup and breakdown for on-site events, including some evenings and weekends (approx. twice per month) Assist with travel arrangements, including booking restaurants, hotels, and flights for leadership teams as requested Sort and distribute all incoming mail and packages Prepare and monitor pickup of outgoing mail and packages; coordinate messenger and courier services; create shipping labels and track shipments as needed; troubleshoot issues with USPS and other carriers Assist with preparation and distribution of bulk mailings as requested Monitor inventory levels, maintain adequate stock of office and pantry supplies; place orders as needed and regularly replenish office and pantry supplies Prepare / send organization-wide notifications and other correspondence including but not limited to faxes, emails, scanned documents, etc.
• Address & troubleshoot staff queries regarding office issues Prepare expense reports for CEO and other administrative leadership staff Support with onboarding and offboarding staff Office setup, keys and other access tools Maintain office directory and assign extensions Manage office equipment and facilities, coordinating with vendors for timely and proper maintenance, cleaning and repairs Monitor and maintain an orderly and sanitized kitchen, pantry, and common areas Log, monitor, and submit all maintenance requests to management Provide general administrative and operation support, including data entry, filing, and special projects Education & Experience At least 3 years relevant experience required Hig h School Diploma (or equivalent) required; Associate’s or Bachelor’s degree preferred Bilingual Spanish-speaking strongly preferred Technical Skills Knowledge of managing telephone equipment preferred, including familiarity with phone functionality (e.g. transfers, announcements, voicemail setup) Proficiency in Microsoft Outlook, Word, Excel, and Teams Basic knowledge of Adobe Acrobat a plus Familiarity or beginner-level experience with CRM applications Key Competencies Professional phone etiquette Exceptional verbal and written communication skills Exceptional customer service skills and professional demeanor Strong organizational skills and detail oriented Ability to multi-task effectively and efficiently Good analytical / critical thinking; proactive in identifying and resolving issues Ability to lift 40 lbs.   Powered by JazzHR