We are seeking an Operations Coordinator to provide administrative support to multiple departments across the organization. This role is responsible for scheduling meetings, coordinating activities, distributing communications, filing, purchasing and inventory management, vendor management, expense reconciliation, documenting policies and procedures, recording meeting minutes, and performing other general administrative tasks.
This role works in partnership with administrative staff across the organization to provide cross-functional support and coverage when others are away or unavailable. The role also provides reception coverage as needed and handles shipping and receiving for the organization.
What you’ll do:
- Support the operations departments with general administrative duties
- Create inventory management and purchasing systems for organizational supplies.
- Work with vendors to maintain appropriate inventory levels, ensure that proper documentation is received, and follow cost guidelines.
- Schedule meetings, prepare relevant presentations and event materials, and take minutes when appropriate.
- Support company-wide events, including planning, ordering food/caterers and supplies, and ensuring timely payments to vendors.
- Oversee shipping and receiving for the organization.
- Work with departments to document policies and procedures and support the transition from paper-based processes to a digital work environment.
- Scan historical files and create comprehensive filing systems for various departments.
- Provide coverage at the reception desk as needed.
- As part of the administrative team, provide cross-functional support when staff members are away or during major projects.
- Take on other projects as necessary.
What we are looking for:
- Associate’s degree or related experience
- One to three years of experience in a fast-paced office or customer service environment
- Ability to manage multiple priorities and support more than one department
- Excellent customer service and communication skills (verbal and written)
- Ability to juggle calendars, schedule meetings, track deadlines, and coordinate across multiple departments
- Proficiency with Microsoft 365 applications
- Prior experience with electronic health record (EHR) system or Customer Relations Management (CRM) system is a plus
Benefits:
- Health Insurance: Medical, Dental and Vision
- Disability & Life Insurance
- Retirement plan 403(b) with generous employer contribution
- Flexible spending and Dependent Care accounts
- Generous paid time off and 12 paid holidays
- Tuition Reimbursement
- Onsite Library
- Employee assistance program
- Free lunch
