Operations Coordinator

$43,680 - $56,160/Yr

Africatown Community Land Trust - Seattle, WA

Full-time

Seattle, WA

Administration of Housing Programs, Urban Planning, and Community Development

About the position

Africatown Community Land Trust (ACLT) is seeking a highly organized Operations Coordinator to provide essential office management and administrative support to the Operations Manager. The ideal candidate will possess an entrepreneurial spirit and thrive in a fast-paced environment, demonstrating a commitment to making a positive impact in the Black community. This role requires a high level of integrity, initiative, self-direction, and flexibility, along with a sense of humor, grace under pressure, and emotional intelligence. The Operations Coordinator will play a crucial role in ensuring the organizational effectiveness of ACLT by managing various administrative tasks and supporting the operations team. The Operations Coordinator will be responsible for managing calendars, scheduling meetings, and preparing confidential correspondence, reports, and presentations. This position demands a sophisticated understanding of Microsoft Office Suite, Google Suite, QuickBooks, and effective filing and time management strategies. The successful candidate will also need to demonstrate flexibility and problem-solving skills, as well as a basic knowledge of information technology. Some evening hours may be required to accommodate the needs of the organization. In this role, the Operations Coordinator will develop administrative process workflows for file management, complete special projects focused on organizational development, assist with new hire setups and volunteer coordination, and serve as a backup point of contact for administrative functions. The coordinator will also be responsible for organizing and maintaining accurate records, assisting with timely annual report and business license filings, and supporting project management efforts. Establishing and maintaining professional relationships with community leaders, elected officials, and the public will be essential, as well as supporting the leadership team on various projects and assisting with meeting planning and event arrangements. The Operations Coordinator will also greet office visitors and serve as the primary front desk receptionist, ensuring a welcoming environment for all.

Responsibilities

• Manage calendars and scheduling for the Operations Manager and team meetings.
• Prepare and review confidential correspondence, reports, and presentations.
• Develop administrative process workflows for file management.
• Complete special projects focused on organizational development of ACLT.
• Assist with new hire setup coordination and volunteer coordination.
• Serve as backup point of contact for administrative functions of the office.
• Organize and maintain accurate records, files, and documents.
• Assist with timely annual report and business license filings with the Secretary of State.
• Keep records of bills, permits, and licensing.
• Assist in project management and support leadership team on projects as needed.
• Plan meetings and make event arrangements, including facilities, food, and audio-visual setup.
• Attend and support ACLT community events and take meeting minutes.
• Greet office visitors and serve as the primary office front desk receptionist.
• Assist with tracking performance management processes for staff progress against goals.
• Support the accounting team with access to financial information and strategic budgeting.
• Work with IT team to ensure technology infrastructure supports organizational growth.
• Provide administrative assistance with contracting processes and knowledge dissemination.

Requirements

• AA degree or equivalent education and experience.
• Two years of administrative support experience.
• Superior organizational, verbal, written, interpersonal, and communication skills.
• Experience coordinating logistics for committees, task forces, or other teams.
• High proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), Google Docs, and other productivity software (Zoom, Google Meet, MS Teams, etc.).
• Solid knowledge of office management coordination and implementing efficient office systems.
• Ability to interact with staff at all levels in a fast-paced environment.
• Effective communication with diverse personalities, cultures, and communication styles.
• Ability to work independently with precise judgment in various situations.
• Keen attention to detail and initiative to problem-solve.
• Experience managing confidential information with discretion.

Nice-to-haves

• BA degree or equivalent education and experience.