Operations Coordinator

Southwest Key Programs - Houston, TX

Full-time - Entry Level

Houston, TX

Social Assistance

About the position

The Operations Coordinator at Southwest Key Programs plays a vital role in ensuring the smooth operation of daily activities within the organization. This position involves providing administrative support, project management, and coordination of various tasks to meet deadlines and facilitate effective communication with internal and external stakeholders. The Operations Coordinator is essential in monitoring progress towards goals and maintaining high standards of professionalism and discretion while collaborating with various parties, including the Board of Directors and external clients.

Responsibilities

• Provide a wide range of administrative support, organizational assistance, and project management to the department.
• Maintain a high level of knowledge of department functions and activities to respond to inquiries and requests for information.
• Conduct research in preparation for meetings, phone calls, board reports, and business trips.
• Answer and receive incoming calls and correspondence, directing calls to appropriate parties or taking messages.
• Process, maintain, and review all department personnel records including training records.
• Oversee purchase and maintain inventory control of office supplies.
• Prepare invoices, reports, memos, letters, financial statements, and other documents accurately and timely.
• Perform general office duties, such as ordering supplies and maintaining records management database systems.
• Maintain accurate information for billing, data collection, accounts, petty cash, and budget.
• Determine and define project scope and objectives, predicting resources needed to reach objectives.
• Provide project updates to stakeholders about strategy, adjustments, and progress.
• Monitor progress and make adjustments as needed, measuring project performance to identify areas for improvement.
• Assist in coordinating daily operational activities such as interviewing, selection, and hiring; training employees; and directing work.
• Help organize the budget of the company in collaboration with Department Leadership.
• Research, develop, and implement systems to aid in operational efficiency.
• Collaborate with Management teams to maintain operational standards, innovation, and compliance.
• Monitor and maintain compliance with organization, licensing, and funding sources.
• Perform administrative tasks such as making travel arrangements, scheduling meetings, and coordinating agendas.
• Facilitate cross-channel feedback from customers and employees to management and executive teams.
• Observe, review, and analyze processes to identify inefficiencies and areas for improvement.
• Identify and resolve problems in employee performance and corrective action plans.

Requirements

• A bachelor's degree with three (3) years of work experience in a professional setting.
• Experience organizing and managing a diverse range of assignments and projects efficiently.
• Proficient in Microsoft Office and other software.
• Familiar with unaccompanied minors program operations.
• Strong research and analytical skills.

Nice-to-haves

• Bilingual (English/Spanish)
• Non-Profit Experience
• Available to travel by 10%
• Must possess a valid state driver's license and be eligible to drive for program services.
• Required to work a flexible schedule to facilitate program services.
• Must be at least 21 years of age at the time of hire.

Benefits

• Company vehicle