Operations Coordinator

Description

Are You an Experienced Operations Professional Ready to Empower Social Change? Community Action Marin is looking for a highly organized Operations Coordinator to join our team. In this pivotal role, you will provide professional operational support across the agency, contributing to our high-functioning and mission-driven work.

Job Summary:  The Operations Coordinator will contribute in a professional capacity to the day-to-day operations, administration, and high functioning of the agency. This person’s responsibilities include supporting the Director of Operations with fleet management, procurement, emergency and disaster preparedness, and administrative matters. The Operations Coordinator will monitor and evaluate progress toward project, team, and agency goals.

Primary Responsibilities

• Oversee the inventory process for office supplies, furniture, and equipment at the agency’s main office; coordinate ordering and distribution of items to program sites and personnel as needed.
•  Maintain the kitchen at the agency’s main office by ordering, organizing, and stocking needed supplies for business functions and everyday use.
• Responsible for all shared space maintenance and organization in the main office, including conference rooms, kitchens and other common use areas .
• Oversee general upkeep of the central mailroom.
• Responsible for submitting and tracking work orders for needs in the main office, to include property management items as well as office equipment repairs/service.
• Ensure that copiers, printers, and fax machines are maintained both at the office and in the field for all program sites.
• Provide support for workshops and meetings across departments by coordinating details related to supplies, meals and equipment.
• Participate as a member of the agency Safety Committee and Marin County Disaster Preparedness team.
• Partner with HR to conduct safety drills at the central office.
• Responsible for setting up workspaces and offices for new employees at all sites as needed.
• Responsible for issuing key cards, and office keys, partnering with HR as appropriate.
• Support and follow-through on agency operations and administrative functions under the guidance of the Director of Operations.
• Ensure sound and appropriate processes and procedures across the agency to maximize efficiencies and effectiveness in HR, IT, and Finance teams.
• Support creation of best-in-class business operations for the agency.
• Provide input and insight regularly for strengthened operations at project, team, and agency levels for facilities, IT, and coordinated HR and Finance functions.
• Responsible for deployment of information through regular communications about agency policies and procedures to support excellence.
• Responsible for supporting procurement processes agency-wide.
• Support vetting and lease/contracting requirements with partners and vendors.
• Assist agency leadership on projects in support of agency priorities and goals.
• Ensure project deadlines are met.
• Organize and arrange agency IT and other training sessions for compliance with baseline agency standards and legal requirements.
• Observe, review, and analyze processes to identify inefficiencies and areas for improvement; work to implement changes against key insights and monitor results.
• Support program janitorial and facilities projects.
• Responds to questions and concerns in a professional manner.

Emergency & Disaster Preparedness:

• Participate as a member of the agency Safety Committee and county disaster preparedness team
• Support safety drills at administrative offices
• Responsible for tracking and updating policies/procedures and training resources
• Main point of contact for alarm system and in charge of training all staff on use of alarm system at central location
• Responsible for monthly audit and stocking of emergency supply kits at central location and in vehicle fleet
• Responsible for monthly update of emergency phone tree
• Schedule regular safety drills and training staff on agency policies and procedures under the operations function
• Responsible for tracking and updating emergency and disaster preparedness policies/procedures and training resources
• Other duties as assigned

Fleet Management:

• Oversee insurance to ensure driver DMV updates and that Certificates of Insurance are provided and properly filed
• Responsible for pulling DMV records of drivers using online DMV system
• Responsible for tracking vehicle usage, sign-outs, and gas cards
• Responsible for tracking and completion of vehicle maintenance i.e.: yearly registration, oil changes, re-call services, jumps, new tires, etc. using online eFleets system
• Responsible for tracking and supervising vehicle lease exchanges
• Responsible for installing and tracking Geotabs in vehicles using online MyGeotab system
• Other duties as assigned

Join us and utilize your operations expertise to directly enable high-quality programs serving low-income individuals and families in Marin County. Apply today!

Qualifications

• Bilingual (English/Spanish) preferred. 
• At least five (5) years of office coordinator experience.
• Excellent written and oral communication skills.
• Must be organized and detail oriented.
• Moderate to high level computer skills - including Outlook, Excel, Word, and database systems.
• On-site work required, not a remote position.
• An innovative mindset that values teamwork and collaboration.
• Deep understanding – and ability to articulate – the role diversity, equity, and inclusion plays in our work.
• A strong commitment to social justice, equity, and CAM’s mission to provide high quality programs to serve low-income individuals and families.
• Must have valid and current California Driver’s License with clean or acceptable driving record and auto and liability insurance with reliable transportation.   

Physical Requirements

• Bend: flexion of the upper trunk forward while standing and knees extended, or knees flexed when sitting
• Lift: exertion of physical strength to move objects 10-25lbs from one level to another
• Carry: hold or rest weighted objects 10-25lbs directly on hands, arms, shoulders or back while moving from one location to another
• Climb: ascend/descend with gradual or continuous progress, using both hands and feet
• Push: exertion of force on or against an object (weight/size) to move it from one location to another.
• Feel: perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin