Operations Coordinator
Operations Coordinator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Position Summary
The Operations Coordinator ensures smooth office operations builds office culture delivers excellent customer service provides some administrative support to the People & Culture team and provides technology support. This role oversees reception office administration and people & culture administration and supports culture building facilities and IT. Key responsibilities include managing office systems coordinating events troubleshooting tech issues and maintaining organizational efficiency.
Key Responsibilities
Technology Support
- Support onboarding of new staff
on technology including setup training and support.
- Troubleshoot basic IT phone issues and coordinate with consultants.
- Monitor office technology and equipment. Implement updates as needed.
- Actively support SharePoint file management and file management structure
Office Administration
- Oversee daily office operations (9:00 AM to 5:00 PM). This position is expected to be in person in the San Francisco office
three days per week with additional days as needed.
- Manage phones mail and visitor communications.
- Greet and handle communications from guests direct them to staff and handle inquiries.
- Process all incoming mail and a portion of outgoing mail and courier deliveries.
- Manage the organizations VOIP phone system including voicemails
- Support updates to office systems Standard Operating Procedures and operations manual.
- Serve as an ambassador of office culture supporting organization and logistics for staff events retreats and celebrations.
- Organize holiday celebrations and decorations in coordination with People & Operations team.
- Ensure all common areas (reception conference rooms kitchens copy room and production room) are tidy stocked and functioning.
- Maintain calendar for important staff meetings (all staff gatherings board meetings etc.)
- Manage office supplies equipment repairs and vendor relationships.
- Approve office expenses up to $5000.
- Schedule and prepare conference rooms for meetings
when available and necessary.
- Administer access keycards for San Francisco staff.
- Support online file management and organization on SharePoint for the operations team/
- Process and manage contracts and invoices.
- Process COO credit card expense reports monthly
Facilities Management
- Working closely with the Operations Manager coordinate the scheduling and oversight of office repairs maintenance and cleaning.
- Support Operations Manager in ensuring staff have technology and office equipment to meet their needs
- Manage recycling programs and office space logistics including document shredding and/or digitization.
- Oversee vendor access and compliance with Building requirements
People & Culture Support
- Train new hires on office protocols and systems.
- Support onboarding and offboarding tasks (email setup business cards laptop shipping etc.).
- Support recruitment logistics interview scheduling candidate confirmations applicant tracking management
- Manage expense and invoice approvals and processing.
- Support maintenance of organizational charts and staff emergency contact lists in coordination with People & Culture team.
- Coordinate ergonomic assessments and safety protocols.
- Assist in organizing
logistics for certain staff events retreats celebrations.
- Participate in Admin Team and support implementation of best practices across departments
- Act as temp agency liaison for operations temps (e.g. year end mail temp support).
Qualifications
- Minimum of two years relevant experience in office management operations or administration.
- Highly skilled in the use of Microsoft Office 365 (Outlook SharePoint and Teams); video conferencing.
- Excellent judgment and proven ability to independently and proactively develop solutions take immediate action manage multiple projects with competing priorities and complete them to the highest standards in a timely manner.
- Experience working in a collaborative team based work environment.
- Experience with standard office technology email calendaring messaging VOIP etc.
- Highly organized with strong attention to detail and experience implementing new organization systems for files data equipment or supplies
- Technology-savvy with extensive experience using office equipment computers and information systems; must be able to quickly learn and use new software programs and apps.
- Strong customer service orientation organization and the high degree of discretion accuracy sensitivity diplomacy and maintain a high degree of confidentialit
- A strong commitment to the Leagues Diversity Equity and Inclusion values and commitments as well as the Leagues cultural attributes empowerment accountability continuous improvement and inclusion
- Experience working in an environment with frequent disruptions
- Demonstrated cultural competency and ability to communicate and interact effectively with people across cultures ethnic groups and identities
Physical Requirements
- Moves around the office frequently and lifts objects up to 30 pounds.
Work Schedule:
Save the Redwoods League is operating under a hybrid work policy. This position is expected to work in the San Francisco office 3 -4 days per week.
Compensation and Benefits:
As a full-time non-exempt employee you will be eligible for full benefits which include but are not limited to medical dental and vision insurance 15 days of vacation annually plus holidays and a retirement with an up to 8% company match. We offer competitive salaries commensurate with experience internal and external equity considerations and location; the hourly rate for this position is $42/hr.
Diversity Equity & Inclusion
Save the Redwoods League is fully committed to ourDiversity Equity and Inclusion Goals. The League welcomes candidates with diverse backgrounds and/or multicultural skillsets. We are open to the possibility that a great candidate for this job may not precisely meet all the above criteria; if you believe you are the right person for this job and can persuasively make that case we encourage you to apply.
If you are passionate about conservation and meet the qualifications for this position we would love to hear from you!
Required Experience:
Manager
Employment Type
Full-Time
