Operations Coordinator

Position Title: Operations Coordinator

Education: Bachelor’s Degree

Location : New York, New York, 10039, United States

Employment Type: Full-time

Working Relationships: General Staff

Employment Status: Non-Exempt


Position Summary:  The Operations Coordinator is responsible for supporting the Operations Department in all administrative and operations duties related to the different areas the department is responsible for.

Tasks and Responsibilities: This statement of duties is for purpose of identifying this position but it is not limited to:

Key Duties:

  • Human Resources
    • Prepare and Maintain HR files, ensuring employee files are in compliance with State and Federal regulations including funder’s requirements
    • Assist with all aspects of the onboarding process including, conducting and scheduling interviews, and prepping new hire packages
    • Assist with some aspects of payroll
    • Maintain updated logs that pertain to doctors notes, performance reviews, promotions, applicant’s, and salaries
    • Oversee background checks and reference checks
    • Coordinate and manage new hire paperwork and orientation
    • Process enrollments and terminations of benefits, provide customer service to employees and/or including employee benefit questions
    • Run and manage special reports as needed
  • Office Management
    • Supporting with front desk functions including but not limited to answering phones and greeting visitors
    • Oversee the cleanliness and organization of office spaces
    • Open incoming mail, and distributing accordingly
    • With senior management approval, manage all purchasing: office and facility supplies
    • In collaboration with the general Administrative Assistant (GAA), manage accurate inventories of office; facility; and equipment supplies
    • Responsible for managing and maintaining accurate records
    • Responsible for managing and updating forms to meet organizational needs
    • Responsible for managing the proper transfer and disposal of records
  • Facility Management
    • Responsible for distribution and safe keeping of office/facility keys
    • Monitor space improvement needs of the organization
    • In collaboration with the senior staff, determine office space settings and conduct monthly space assessment
    • Monitor mechanical; electrical and HVAC systems including updates and maintenance to guarantee efficient operations
    • Manage relationships with vendors
    • Main point of contact for all facility related matters including repairs and maintenance, ensuring organization’s needs are addressed in a timely manner
    • Responsible for maintaining compliance in terms of security systems and related maintenance requirements
  • Technology
    • Oversee maintenance and functionality of IT services including hardware and equipment. Keep track of software and hardware log inventories
    • In collaboration with IT service provider, fix IT issues and resolve open tickets
  • Misc.
    • Special projects and reports as needed

Additional Qualifications:

  • Bachelor’s Degree required
  • Eligible to work in USA
  • At least 3 – 5 years of relevant experience, preferably with a nonprofit organization
  • Advance knowledge of MS Office Suite
  • Unparalleled organizational skills and demonstrated ability to implement new systems that keeps an office running smoothly
  • Basic knowledge of HR administration
  • Ability to handle confidential matters
  • Ability to work independently
  • Ability to set goals and exceed them with a positive, high-achieving attitude
  • Experience managing outsourced vendors

Job Competencies

Attention to Detail Attitude Toward Others Emotional Control
Empathetic Outlook Excellent written and verbal communication Flexibility
Following Directions Initiative Meeting Standards
Multitasking Personal Accountability Project/Task and Goals Focus
Respect for Policies Team Player

Behavioral Competencies

Adaptable Organized Workplace

GEMS Core Values

Development Grounded Trauma Informed Culturally Competent
Gender Responsive Strengths Based Social Justice Oriented

GEMS Principles

Survivor Leadership Transformative Relationship

How to Apply:

Please email a cover letter and resume with Operations Coordinator in the subject line to resumes@gems-girls.orgNo phone calls please!