Business Operations Coordinator (Part Time)

American Red Cross - Tallahassee, FL

Part-time

Tallahassee, FL

Social Assistance

About the position

The American Red Cross is seeking a dedicated individual to join our team, where your career can truly be a force for good. As one of the nation's premier humanitarian organizations, we are committed to helping people in need throughout the United States and around the world. In this role, you will perform a variety of transactional activities that are essential to our operations, including budget monitoring, managing daily finance transactions, and overseeing vendor relationships. You will also be responsible for facilities management, fleet management, and providing support for Human Resources and Information Technology functions. Your contributions will directly support our finance, operational, and administrative functions, ensuring that we can continue to deliver our vital services to the community. In addition to your transactional duties, you will serve as a lead system user and trainer for our software business applications, providing backup support for operations. You will also play a key role in volunteer coordination, offering guidance and support to volunteers who assist with various tasks. Your work will involve maintaining relationships with vendors, ensuring timely payments, and processing volunteer expense reports. You will be responsible for maintaining regulatory documentation and ensuring that all security access cards and key FOBs are issued and managed appropriately. Your ability to develop and maintain collaborative relationships will be crucial in this role, as you will work closely with various stakeholders to ensure the smooth operation of our facilities and services. As part of your responsibilities, you will also participate in planning events, maintain insurance certificate applications, and prepare internal reports for grant reporting. You will develop and distribute a regional Standard Operating Procedures (SOP) manual to ensure consistent processes across the region. Your technical skills will be utilized as you provide IT support, troubleshooting phone and computer issues for the region and assisting with tech service requests. This position offers a unique opportunity to make a meaningful impact in the community while working in a supportive and inclusive environment.

Responsibilities

• Assist with facility projects throughout the region.
• Ensure preventive maintenance and repairs are completed within budget and appropriate systems are used to pay vendors.
• Develop and maintain relationships with vendors supporting each physical location.
• Obtain proposals for potential new vendors.
• Act as a liaison with other sectors for shared facilities/assets.
• Provide backup support entering all invoicing, work orders, and real estate contracts into national systems.
• Communicate with facilities and vendors to ensure timeliness of payments and contracts.
• Process volunteer expense reports for reimbursement.
• Manage various supply orders for all regional locations.
• Maintain all regulatory documentation for the region including cleaning, pest control, and security access documentation.
• Issue and maintain facility security access cards and key FOBs throughout the region.
• Ensure termination reports are processed within required timelines and security assessments are reviewed as required.
• Support facilities/asset management by ensuring repairs are completed within budget and managing vendor-related activities.
• Coordinate and train volunteers to assist with less complex daily transactional work such as data input and clerical support.
• Participate in planning events meetings and maintain insurance certificate applications and financial collection processes.
• Provide guidance and data for grant reporting and prepare various internal reports.
• Develop, maintain, and distribute a regional SOP Manual and provide training to ensure consistent processes related to operations functions throughout the region.
• Provide Business Applications and IT Services support, troubleshooting phone and computer issues for the region.

Requirements

• High School diploma or equivalent required; Associate's degree in Accounting, Business or Public Administration preferred.
• Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, or equivalent combination of education and related experience required.
• Ability to work on a team and plan, prioritize, and organize work to maximize team performance and meet customer expectations.
• Excellent organizational skills and attention to detail.
• Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders.
• Proficient with MS Office software, including Word, Excel, PowerPoint, and Outlook.

Benefits

• Medical, Dental, Vision plans
• Health Spending Accounts & Flexible Spending Accounts
• PTO + Holidays
• 401K with 5% match
• Paid Family Leave
• Employee Assistance
• Disability and Insurance: Short + Long Term
• Service Awards and recognition