Operations Coordinator

Operations Coordinator

The Operations Coordinator works within the Operations Team to create a sustainable organizational infrastructure, and to ensure that all staff have the resources, tools, and support to effectively carry out their day to day work. In close collaboration with the other members of the Operations team and Finance & Administration division, the Operations Coordinator will:

Office Management

Coordinate administrative and office support for the NDWA DC office

Work from the DC office, 2 - 3 days/week or as needed

Liaise with Festival Center and DC staff around any office needs including maintenance, repair, parking, key card, meeting room scheduling requests

Maintain the orderliness of communal spaces including meeting rooms, foyer, storage room and kitchenette

Coordinate office communications and social gatherings

Create and update how-to guides, systems and tools for office resources

Provide logistical and technical support for meetings happening in the DC office and area

Organize DC office supply closet and other storage areas so that items are easily accessible to staff

Coordinate with the DC Chapter, Events and LJ teams on ongoing, fluctuating storage needs

Manage the DC office inventories, including of office, kitchen and cleaning supplies, track usage in order to anticipate current and future needs

Oversee the delivery and organization of mail and shipments to the DC office

Create mailing labels and facilitate shipments to/from staff, members, vendors and affiliates

Other Offices

Process and submit invoices + maintain tracking of all office related invoices

Create accessible how-to guides and tools so staff and teams can easily use any current or new tools and platforms

Resources - Purchasing + Procurement/ Inventory Management

Purchase furniture, equipment and supplies for all offices and ensure accurate database reporting

Create efficient systems for managing the purchasing cycle from request to delivery to inventory management to payment

Manage the purchasing and inventory of swag, including coordinating between vendors, and staff

Work closely with the Operations Manager and Events team to manage the inventory of swag (branded materials) for general business usage, events and outreach

Information Management

Support with the implementation of new systems and tools and make recommendations on any needed improvements

Support with the ongoing record keeping and, information management of the Operations team including maintaining resources, guides and tools

Administrative Support

Answer the NDWA main phone line and inbox and forward messages to staff

Other administrative projects as needed

NDWA Responsibilities

Participate in team, supervisory and staff meetings and retreats

Complete work plans and reports in a timely manner

Qualifications

Two to three years of administrative, operations or comparable experience

Ability to orchestrate the movement of office shipment and packages up to 25 lbs

Expertise, skill, interest and commitment in doing administrative work, including office operations, communication and information systems, database, and event support

Detail oriented, with excellent time and project management skills including the ability to juggle multiple priorities and timelines

Skilled proficiency with technology and computer operations and programs, specifically Zoom, Macbooks, Google Suite (Google Calendar, Docs, and Sheets, and Forms) and online cloud storage systems

Excellent communication skills including the ability to communicate complex information to a wide audience

Demonstrated initiative and follow through on assignments

Excellent organizational, analytical, and problem-solving skills

Self motivated with a proven ability to work both independently and with a team in a fast-paced, demanding, and rapidly growing organization

Ability to work well with diverse groups and populations

Agreement and alignment with NDWA's vision and values

Understanding of issues facing low-wage workers, immigrant communities, and other communities of color

Bilingual English/Spanish speaker and writer preferred

How to apply: Please apply directly to the job posting and send resume, cover letter, and short writing sample. Applications will only be accepted electronically, and solicitations to individual staff are unlikely to be responded to.