Operations Coordinator

$65,000 - $70,000/Yr

Friends Of The Children Sf Bay Area - San Francisco, CA

Full-time - Entry Level

San Francisco, CA

101-250 employees

About the position

Friends of the Children-SF Bay Area is seeking an onsite Operations Coordinator to support the organization in serving children, families, staff, and partners effectively. The role requires a highly organized, flexible, and proactive individual with strong communication skills, capable of working independently and collaboratively. The Operations Coordinator will manage various operational functions, including facilities, IT, HR, finance, and volunteer coordination, while providing administrative support to the Program Leadership Team.

Responsibilities

• Assist with financial reporting, AP & AR and documentation collection as needed
• Serve as primary liaison to IT vendor to facilitate IT and equipment needs of staff
• Support Director of Operations in various HR functions including hiring, payroll and expense report processing, background checks, performance evaluations and staff surveys
• Oversee maintenance schedule of company owned and leased vehicles
• Organize and prepare onboarding and training materials for new staff members
• Track required training completion and annual staff re-certification and documentation requirements for all employees
• Document management including maintenance of and updates to shared document resources and references in Teams, SharePoint and OneDrive as needed
• Coordinate Program and community events and meetings including large mentor/youth group outings, family engagement events, team meetings and school site meetings
• Assist with Noe Valley Farmer's Market and other family resources as needed (including making deliveries to families and managing volunteers)
• Create and maintain data and documents as needed for family resources, student and staff paperwork, school sites, vendors and volunteers
• Research options, and present recommendations through spreadsheets and other summary documentation to meet new and recurring needs
• Draft professional correspondence (emails, reports, spreadsheets, etc.) to staff, partners, vendors, volunteers and others and proactively following up as needed to get results
• Fill role of 'designated second employee' during onsite youth outings
• Serve as a consistent presence and first point of contact for visitors, including youth, families, volunteers, donors, staff, vendors, maintenance workers, etc.
• Manage facility and equipment needs, and proactively address issues and concerns
• Maintain inventory and order supplies, keep facilities clean and organized, manage trash and recyclables, pick up supplies and drive company van as needed
• Retrieve, organize and coordinate all incoming and outgoing deliveries and mailings including in-kind donations, and managing in-kind donor partnerships

Requirements

• Minimum of an AA degree, BA strongly preferred
• At least three years of relevant non-profit experience in payroll, employee platform management, operations or program support
• Financial reporting experience and expertise
• Strong Excel and spreadsheet management skills (pre-employment test required)
• Excellent overall Office 365 skills required including document management, Outlook Email and Calendar, Word and Teams
• Ability to work effectively with staff, children, families, partners, donors, board members and outside parties from a variety of diverse backgrounds
• Outstanding project management, organizational and time management skills
• Mission driven growth mindset, and commitment to lifelong learning
• Commitment to building a culture of mutual accountability, inclusiveness, and respect
• Willingness to propose and implement new ideas, learn from mistakes, give and receive feedback
• Ability to plan and implement multiple projects concurrently, meet deadlines and proactively follow up as required
• Proven demonstrated ability managing highly detailed and/or sensitive information
• Ability to be flexible and gracefully adjust to last minute needs and shifting priorities
• Positive, team-oriented attitude and a sense of humor
• Ability to take initiative, anticipate and resolve issues, ask questions, proactively communicate when clarification is needed, participate in problem solving and ('manage up')
• Prior experience developing standard operating procedures and promoting process improvement and strong written and verbal communication skills
• Ability to lift items weighing up to 30 lbs. on a regular basis without assistance
• Work requires the following motions: bending, twisting, squatting, and reaching
• Physical ability to perform tasks that may require prolonged standing, sitting, and carrying items

Nice-to-haves

• Experience in a nonprofit environment
• Familiarity with community resources and local organizations
• Experience in event planning and coordination

Benefits

• Full medical, dental and vision coverage
• 401(k) matching plan
• Basic life insurance and long-term disability insurance
• Three weeks of paid vacation
• Two weeks of paid sick leave
• Six mental health days per year
• 15 paid holidays
• Generous allowances for mileage, cellphone, and other expenses