Operations Coordinator

The Operations Coordinator supports the Operations division by coordinating general office administration, maintaining organized and efficient workplace operations, and providing administrative support to employees and management. This role is responsible for assisting with office supplies and inventory, mail and delivery coordination, expense reporting, recordkeeping, new hire onboarding support, and other day-to-day administrative functions. The ideal candidate is organized, detail-oriented, proactive, and able to manage multiple responsibilities while providing responsive support to employees across the organization.

The following responsibilities and duties are intended to describe categories of potential workflows, but it should not be assumed to be exhaustive as our value to our clients is in our ability to ebb and flow with the project needs.

What You’ll Do 

Office and Facilities Administration

• Maintain office supplies and inventory, including monitoring stock levels, placing orders, and ensuring common areas and workspaces remain adequately supplied and organized.
• Coordinate incoming and outgoing mail, packages, and deliveries, ensuring items are distributed to the appropriate employees or departments.
• Assist with the general office upkeep and organization, including conference rooms, shared spaces, office equipment, and employee workstations.
• Coordinate office-related service requests, maintenance needs, and vendor communications as necessary.
• Assist with company apparel, promotional items, PPE, client gifts, and other office-related materials, including ordering, inventory tracking, and distribution.
• Support the coordination and execution of office events, employee gatherings, and other company activities.
• Provide general administrative support to ensure the office operates efficiently and employees have the resources they need.

Administrative and Financial Support

• Assist with the preparation, review, and submission of employee expense reports, ensuring accuracy and compliance with company policies.
• Assist with invoice tracking, coding, and routing, coordinating with the finance or accounting teams as needed.
• Maintain and organize administrative records, files, spreadsheets, and other internal documentation.
• Assist with preparing reports, presentations, correspondence, and other internal materials.
• Provide scheduling, meeting coordination, and general administrative support to management and other team members as needed.
• Assist with tracking office-related expenditures, purchases, and inventory.

Employee and Onboarding Support

• Assist with onboarding new employees by coordinating administrative preparations, organizing onboarding materials, and helping ensure necessary supplies and resources are available prior to their start date.
• Coordinate with internal departments to help facilitate new hire onboarding activities and ensure employees have the appropriate equipment, access, and resources.
• Serve as a point of contact for general employee administrative questions and help direct requests to the appropriate departments.
• Assist with employee communications, internal announcements, and coordination of company-wide administrative activities as needed.

Operational Support and Development

• Support the Director of Operations and other team members with ongoing operational initiatives, administrative projects, and process improvement efforts.
• Assist in maintaining documentation, tracking information, and organizing workflows to support the efficiency of the Operations division.
• Collaborate with cross-functional teams to coordinate administrative tasks and support broader organizational needs.
• Identify opportunities to improve office administration, organization, and day-to-day operational processes.
• Take on additional operational responsibilities and special projects as business needs evolve.

Who You Are 

• Associate’s or Bachelor’s degree in business administration, operations management, or a related field (Preferred).
• 1-3 years of professional experience in an administrative, office coordination, or operations support role (Preferred).
• Proficiency in Microsoft Office Suite (Outlook, Excel, MS Project, Word, and PowerPoint) and Adobe Acrobat Pro.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills.
• Strong interpersonal skills and the ability to collaborate effectively with employees at all levels of the organization.
• Demonstrated reliability, accountability, and a service-oriented approach to supporting employees and business operations.