Operations Coordinator-Full Time

$50,000 - $50,000/Yr

Girl Scout Council Of Greater Minneapolis - New York, NY

Full-time - Entry Level

New York, NY

About the position

The Operations Coordinator at Girl Scouts of Greater New York (GSGNY) serves as the primary point of contact for all employees, playing a crucial role in ensuring the smooth operation of the organization. This position encompasses a variety of responsibilities, including office maintenance, technology support, mail and package management, administrative support, and event coordination. The Operations Coordinator is essential in maintaining a well-organized and efficient workspace, which is vital for the productivity of the team. In terms of office maintenance, the Operations Coordinator is responsible for the upkeep and cleanliness of the GSGNY workspace. This includes ensuring that common areas such as the office entrance, seating, and bullpen areas are organized and tidy. The coordinator will also manage the setup and breakdown of conference room meetings, including technology maintenance and supply restocking. Additionally, they will oversee the maintenance of breakroom supplies and ensure that equipment is cleaned and maintained according to usage. The role requires liaising with property management for larger-scale repairs and maintaining inventory levels for office supplies. The Operations Coordinator will also handle mail and package management, organizing incoming deliveries and managing the outgoing mail process. They will assist with the onboarding and offboarding of employees, ensuring that technology inventory is accounted for and functioning properly. Event support is another critical aspect of this role, where the coordinator will manage logistics for internal meetings and provide operational support for events hosted at external venues. Finally, the Operations Coordinator will assist with finance support by reviewing monthly expenses, submitting invoices for payment, and tracking expenditures to adhere to the yearly budget. This position requires a self-starter with strong organizational skills, the ability to handle multiple tasks, and excellent communication skills. The role is physically demanding, requiring the ability to lift up to 50 pounds regularly. Overall, the Operations Coordinator is a vital position that supports the mission of GSGNY by ensuring that the operational aspects of the organization run smoothly and efficiently.

Responsibilities

• Maintain upkeep, organization, and cleanliness of GSGNY workspace
• Ensure common areas including office entrance, seating, and bullpen areas are kept organized and tidy
• Maintain setup/break down of conference room meetings including technology maintenance, supply restocking, resetting tables/seats after use
• Ensure breakroom supplies are stocked, counters/tables are cleaned as needed, equipment is maintained/cleaned according to use
• Maintain monthly and quarterly vendor appointments and service calls
• Ensure minor office repairs and other facility work are identified and completed in a timely manner
• Liaison with property management for larger-scale repairs as necessary
• Maintain equipment, food and beverage, and office supply inventory levels and report when purchasing is required
• Organize incoming mail, packages, and messenger deliveries for council staff
• Meter, label, and deliver outgoing packages to UPS/USPS
• Manage mail and package handling process on behalf of council and ideate improvements as needed
• Assist with onboarding/offboarding process of all new/exiting employees
• Manage technology inventory to ensure equipment is accounted for, functioning, and ready for use when requested
• Be the first point of contact for on-site technology maintenance and troubleshooting as issues arise
• Handle logistics for internal meetings as needed including guest registrations, food orders, and special A.V./I.T. needs
• Provide operational support for events hosted at external venues (event times, days, and needs will vary depending on season)
• Review monthly expenses and submit open invoices for payment following council payment processes
• Track monthly expenditures to ensure yearly budget is adhered to while identifying savings where possible

Requirements

• Associate's Degree and/or a minimum of 3 years of applicable experience
• Able to analyze problems and situations as they arise, while analyzing processes to find short-term improvements and long-term solutions
• Highly organized, meticulous with strong time-management skills
• Excellent written and verbal communication skills as well as proficiency in basic computer skills
• Ability to handle multiple tasks, meet deadlines and prioritize work assignments
• Ability to lift up to 50 pounds on a regular and continuing basis

Benefits

• 403(b)
• 403(b) matching
• Commuter assistance
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off