Operations Coordinator, Communities and Governance

Irex - Washington, DC

Full-time - Entry Level

Washington, DC

501-1,000 employees

Merchant Wholesalers, Nondurable Goods

About the position

IREX is seeking an Operations Coordinator who will play a vital role in ensuring the effective running of the IREX office. This position involves a variety of administrative and operational tasks that are essential for maintaining a smooth workflow within the organization. The Operations Coordinator will be responsible for general office support functions, which include reception duties, office maintenance, and managing office supplies stock. Additionally, the role requires providing logistics support to staff and senior management, as well as tracking the driver log to ensure efficient transportation services. The Operations Coordinator will also assist the HR Manager with administrative and operational support as needed. This position is crucial for maintaining the operational integrity of the office, ensuring that all equipment is serviced on time, and that office supplies are adequately stocked. The coordinator will coordinate with offsite storage facilities for timely pickups and maintain communication with the office cleaning company to ensure cleanliness and order in the workspace. In addition to these responsibilities, the Operations Coordinator will handle correspondence, translate documents between Ukrainian and English, and manage vendor relationships for regular office operations. This includes overseeing travel logistics for staff and senior management, supporting event planning, and managing inventory. The role requires excellent organizational skills, attention to detail, and the ability to prioritize multiple tasks in a fast-paced environment. The ideal candidate will thrive in a collaborative and mission-driven workplace, contributing to IREX's goal of fostering a more just and inclusive world.

Responsibilities

• Respond and provide basic information to general inquiries
• Ensure general use equipment are serviced on time (e.g. Xerox, printers)
• Maintain stock of all office supplies and order new supplies when needed
• Coordinate with offsite storage facility for timely pick up of boxes and maintain an updated tracking list
• Coordinate with office cleaning company regarding cleaning schedule or additional requests
• Maintain outgoing mail registry
• Maintain registry of office access cards and keys, order cards for new staff, and coordinate staff and guest admission
• Maintain contact with office facility administration on office maintenance issues and repairs
• Collect and ship correspondence
• Translate documents from Ukrainian to English and vice versa on request
• Submit and control regular office operations vendors - taxi, shipment, outsource storage facility
• Serve as contact point for shipment vendor and order client cards for new staff
• Manage travel logistics for staff and senior management and for conferences/trainings
• Track driver and office cleaner log
• Support the Manager in event planning, staff retreats, conferences, and organizations
• Support the Manager in inventory management
• Coordinate timely monthly payments to suppliers and consultants
• Contact landlord on office maintenance issues
• Handle small operations related to procurement and contracting
• Perform other support duties as needed

Requirements

• Bachelor's degree in administration, human resource management or related field
• Minimum of 2 years' relevant work experience
• Experience working in a non-profit organization preferred
• Understanding of and interest in reform processes in Ukraine
• Demonstrated customer-service orientation
• Demonstrated proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and strong organizational skills
• Ability to prioritize multiple tasks in a fast-paced working environment
• Ability to remain flexible while adhering to strict deadlines
• Fluent in Ukrainian and Russian languages
• Excellent verbal and written communication skills
• Good command of English Language is preferred
• Unrestricted authorization to work in Ukraine

Nice-to-haves

• Experience in event planning and coordination
• Familiarity with procurement processes
• Knowledge of office maintenance and management

Benefits

• Well-being and employee assistance program
• Health coverage
• Flexible work schedule
• Generous PTO policy
• Technology stipend
• Diverse and inclusive work environment