The Operations Coordinator works within the scope of the program’s strategic goals and priorities by implementing tactics for approved plans. They are responsible for purchasing, facility management, and telecommunications. In addition, the Operations Coordinator will perform Information Systems, Human Resources, and Finance related administrative tasks. They will be well versed in the systems and resources used by the team in order to execute assigned tasks. The Operations Coordinator will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures and safety protocols. The Operations Coordinator will communicate with staff in various programs across the Conservancy, as well as with donors, vendors, volunteers, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
RESPONSIBILITIES AND SCOPE
Operations
- Manage and maintain the Southern New Jersey Office (SNJO) to keep it functional and efficient. This includes oversight of office maintenance and repairs. Communicate office-specific policies, procedures and protocols to staff.
- Manage and maintain all office systems and equipment (i.e. copier, alarm system, HVAC) and track/negotiate related contracts and agreements. Purchase office equipment and supplies as needed. Assist the IT Manager with on-site operation and programming tasks involved with the telephone/voicemail system.
- Manage the maintenance of the Chapter’s off-site buildings and equipment (i.e.HVAC, security, and general building repairs). Track/negotiate related contracts and agreements. Help to coordinate vendors, ensure equipment is working properly and related contracts are current. Purchase equipment and supplies as needed.
- Responsible for ensuring policies and procedures related to use of leased properties are current and understood by tenants.
- Responsible for ensuring all office safety/emergency plans, including documentation and training, are current for the SNJO.
- Assist with the coordination of office and state-wide meetings. May provide meeting support.
- Assist Sustainability Team on projects and Sustainability actions.
- May assist the Director of Finance & Operations with operations-related tasks and projects.
- Manage the Chapter’s Insurance program. This includes working with TNC’s external agency to ensure our vehicle, boat and property coverage is complete and current.
- Manage the Accounts Receivable function for the SNJO. Work with local Conservation staff to receipt and process donations and other revenue. Ensure policies and procedures related to cash handling are followed.
- Manage the Accounts Payable system. This includes working with SAP Concur system to prepare invoices, resolve problems relating to accounts payable, and maintain productive relationships with vendors. Act as a resource to staff in answering payment questions.
- Assist Operations Manager with completing required annual NJ DEP Green Acres tax exemption applications, farm assessment, leases, and property taxes.
- In partnership with Operations colleagues, assist with annual budgeting and create tracking reports as needed.
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
Human Resources
- Assist with hiring paperwork and local on-boarding & orientation.
- Assist hiring managers with recruiting efforts, including seasonal staff. May include reviewing resumes and serving on the interview team. Ensure related policies and procedures are followed.
- May assist the Director of Finance & Operations with HR-related administrative tasks and projects.
- Does not supervise any staff but may direct the work of volunteers or interns.
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
- Provide input through project teams for the improvement of existing programs.
- Travel and work flexible hours as needed; infrequent overtime as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.