Operations Coordinator

Job description

Position Summary
The Operations Coordinator provides comprehensive administrative and operational support to the Director of Operations and serves as a key member of the Operations team. This position is responsible for coordinating front office operations, supporting Board of Directors administration, managing office inventory and vendor-related activities, coordinating meetings and organizational logistics, and maintaining administrative records and office systems. The Operations Coordinator also provides administrative support for departmental initiatives and special projects while ensuring the efficient day-to-day operation of the office. The ideal candidate is highly organized, resourceful, and detail-oriented, with the ability to manage multiple priorities, exercise sound judgment, and maintain confidentiality in a fast-paced environment.
As the first point of contact for employees, Board members, visitors, vendors, and community partners, the Operations Coordinator plays a critical role in creating a professional and responsive office environment. The position exercises independent judgment in managing competing priorities, coordinating multiple projects, maintaining confidential information, and improving administrative processes that support organizational effectiveness.
The ideal candidate is highly organized, proactive, resourceful, and capable of managing complex administrative and operational responsibilities with minimal supervision while maintaining the highest standards of professionalism and customer service.
Executive & Leadership Support
• Provide high-level administrative support to the Director of Operations, Chief Administrative Officer and Chief Operating Officer.
• Manage calendars, scheduling, correspondence, meeting materials, and executive communications.
• Coordinate travel arrangements, itineraries, and meeting logistics.
• Prepare reports, presentations, agendas, and executive correspondence.
• Monitor deadlines, action items, and organizational priorities.
Office Operations & Front Desk Management
• Manage all front desk operations and serve as the organization's primary receptionist.
• Welcome visitors, Board members, elected officials, vendors, and community stakeholders.
• Coordinate incoming mail, deliveries, courier services, and shipping.
• Reserve conference rooms and assist with meeting preparation.
• Coordinate office opening and closing procedures.
• Ensure the office environment remains organized, professional, and fully operational.


Board of Directors Administration
• Coordinate all administrative activities related to the Board of Directors and Board Committees in tandem with Director of Operations.
• Schedule Board meetings and prepare meeting logistics.
• Develop and distribute Board agendas, meeting packets, and supporting materials.
• Record, prepare, and maintain official Board meeting minutes.
• Maintain Board records, resolutions, attendance records, and governance files.
• Coordinate catering, meeting space setup, and technology requirements.
Inventory, Facilities & Vendor Management
• Manage office, kitchen, and operational inventory.
• Coordinate purchasing and replenishment of office supplies and equipment.
• Maintain relationships with vendors and service providers.
• Monitor office equipment maintenance and service requests.
• Track inventory levels and recommend purchasing strategies.
Administrative Operations
• Process invoices, expense reimbursements, procurement requests, and administrative documentation.
• Maintain organizational filing systems and records retention.
• Coordinate internal meetings, employee events, and operational initiatives.
• Support special projects and cross-departmental assignments.
• Identify opportunities to improve administrative processes and operational efficiencies.
Knowledge, Skills & Abilities
• Exceptional organizational, time management, and project coordination skills.
• Demonstrate ability to exercise sound judgment, discretion, and maintain confidentiality.
• Strong written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service orientation with the ability to interact professionally with executives, Board members, elected officials, staff, vendors, and community partners.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, Zoom, and other office technology.
• Experience with document management systems, calendar management, and virtual meeting platforms.
• Ability to identify administrative process improvements and implement efficient office procedures.
• Demonstrate attention to detail, accuracy, initiative, and problem-solving skills.
Experience
• Minimum of three (3) years of progressively responsible administrative, operations, executive support, or office management experience, with five (5) years preferred.
• Experience coordinating Board of Directors meetings, preparing meeting materials, and recording official meeting minutes preferred.
• Experience in a nonprofit, government, or mission-driven organization preferred.
Greater Jamaica Development Corporation is an Equal Opportunity Employer