Operations Coordinator (Hybrid Brooklyn, NYC)

Overview of role:

The Operations Coordinator provides administrative and logistical support to keep operations of Resource Generation moving smoothly. This role is pivotal in managing key systems our tech stack and day-to-day functions across the organization working closely with the Senior Director of Operations on policy procedures and compliance. Additionally they coordinate internal retreat planning & logistics software & hardware access and manage our physical office in Brooklyn NY in alignment with our mission vision and values.

The ideal candidate is a highly organized detail-oriented self-directed and comfortable balancing both routine and project-based tasks. This position requires the staff member to be within commuting distance of Brooklyn NY in our office at least 1x/week.

This position included the opportunity to develop into a Manager-level position lead special projects etc.

Operations (30%)

• Office Management: 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
• Mail Email & Phone: Manage & triage general inquiries via email and physical mail and Google Voice
• Data & Document Retention: Direct digital and physical document storage systems including naming conventions and access (Dropbox Google Drive etc) developing procedures & processes on all.
• Risk Management: Collaborate with the Director of Operations on organizational risk management insurance and state registration compliance
• Policy & Procedure Compliance: Maintain and update Operations-specific organizational policies and practices ensuring compliance with regulations and relevance to current practices.
• Organizational Efficiency: Research and implement new tools and systems to enhance operational workflows. Identify and implement cost-saving initiatives to optimize resource allocation across teams.
• Troubleshooting/Staff Support: Collaborate with other staff and teams to address operational issues facilitate problem-solving and lead initiatives to develop innovative solutions.

Finance and Donation Processing (15%)

• Finance Backup: Train up to assist Finance Manager with completing weekly tasks related to accounts payable and receivable processes including donation processing and CRM data entry.

Technology and Systems Implementation (25%)

• System Access: 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.
• Google Workspace Management: oversee access groups licenses shared drives for organization. Maintain usage guidelines for the team
• Subscription/License Management: Manage software and technology-related subscriptions/tools ensuring efficiency necessity cost and tracking of ownership and payments.
• Organizational Hardware: Manage hardware for organization (staff computers payouts/returns when offboarding)
• Website oversight: collaborate with Comms Consultant & IT firm to ensure all aspects of websites are operating smoothly including payments for domains and technical needs.
• IT & Digital Security Collaboration: participate in ongoing cross-team committee work and coordination with external IT firm to ensure ongoing care of digital security relevant staff training etc.

Internal Retreat & Meeting Logistics (15%)

• Internal Retreat Coordination: 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

• Board Administration: 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.

Cross-Team & Organizational Responsibilities (15%)

• 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 organizations mission and goals.
• Provide ad hoc support for national programming initiatives as needed.
• Staff Meeting & retreat attendance
• Other duties as assigned

Core Competencies & Experience

• 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

Key Skills & Attributes

• 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

Preferred Additional Skills & Experience

• 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

If you see yourself in this job description but dont feel like you meet every single criterion we encourage you to apply anyway! Research shows that individuals from historically marginalized groups such as Black Indigenous and People of Color (BIPOC) women and trans folks tend to self-select out of opportunities at higher rates. We take a holistic approach to all of our hiring practices and want to hire those who best align with our mission and goals.

Required Experience:

Manager