Operations Coordinator

Literary Arts - Portland, OR

Full-time

Portland, OR

Educational Services

About the position

The Operations Coordinator at Literary Arts plays a crucial role in ensuring the smooth operation of the office and facility management. This position supports the Associate Director of Operations in coordinating day-to-day activities, enhancing the work environment, and improving organizational procedures. The ideal candidate is a creative problem solver who thrives in a fast-paced team setting and is dedicated to fostering a pleasant atmosphere for both staff and visitors.

Responsibilities

• Coordinate, oversee and support all administrative duties in the office to ensure smooth operations.
• Work closely with all departments, making the Associate Director of Operations aware of issues and/or concerns.
• Serve as the primary office administrator, welcoming visitors, answering and directing phone calls, and managing incoming and outgoing mail and deliveries.
• Coordinate internal communications for staff-wide activities, including events calendar management and coordination of staff meetings, retreats, and cleanouts.
• Maintain and manage office equipment and supplies; request repairs or restocking as needed.
• Coordinate general office vendor relationships (e.g., phone systems, copiers, kitchen equipment).
• Coordinate the facility calendar and requests for facility usage, ensuring efficient scheduling and use of space.
• Monitor general customer service email for the organization, responding to requests and/or forwarding to the appropriate staff member for action.
• Maintain order and cleanliness of the staff breakroom as needed.
• Ensure accurate and up-to-date information is available for staff, callers, and visitors.
• Support the organization and maintenance of the shared server file structure.
• Work with the Associate Director of Operations to refine and administer office and facility usage policies and procedures.
• Assist the Finance Department with administrative tasks, including tracking of incoming daily cash and check deposits, and mailing and distribution of weekly accounts payable checks.
• Assist the Associate Director of Operations with facility maintenance coordination.
• Provide tech support for staff and board meetings (includes running presentation decks and Zoom call coordination).
• Support other departments by handling IT service requests, follow-up calls, and community relations activities, including mailing support and event assistance.
• Attend all staff meetings and trainings.
• Perform other duties as assigned.

Requirements

• Two years of office administration experience.
• Excellent customer service and relationship skills, including handling customer complaints effectively.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with email scheduling tools.
• Proficiency with digital communication software applications (Zoom, Teams, Slack, etc.).
• Excellent time management skills and ability to multi-task and prioritize work.
• Extreme attention to detail and excellent problem-solving skills.
• Excellent written and verbal communication skills.
• Passion for promoting diversity, equity, and inclusion in the workplace.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest and implement improvements.