Operations Coordinator

Job Description

Job Description

Position Summary

The Operations Coordinator position is full-time, 40 hours per week (non-exempt, benefits eligible) and will take place at all our NLC sites. This role ensures the safety, compliance, and operational efficiency of all organizational properties across the city of Chicago. Reporting directly to the Director of Operations, this individual contributor role manages day-to-day building systems, coordinates preventative maintenance, and oversees external vendors. This position does not have direct reports but requires strong project management skills to maintain multiple locations independently. Will require some local travel (reimbursable). Pay commensurate with experience. This position is in-person and multi-site.

Key Responsibilities:

Vendor and Project Management

• Source, vet, and oversee external vendors for specialized repairs, including HVAC, plumbing, electrical, roofing, and janitorial services.
• Assist the Director of Operations in reviewing service contracts, securing competitive bids, and tracking facilities expenses against the budget.
• Act as the primary on-site point of contact for capital improvement projects and major building renovations.

Operations & Preventative Maintenance

• Conduct routine walkthroughs across all organizational sites to identify maintenance needs, safety hazards, and aesthetic upkeep and inform Supervisor of needs.
• Perform basic maintenance and repairs on NLC fleet including oil changes and car washes.
• Communicate regularly with the Director of Operations and staff to ensure maintenance, safety issues, and facility concerns are identified and addressed promptly.
• Manage time effectively to complete assigned projects, maintenance activities, and operational priorities.

Compliance & Safety

• Ensure all locations strictly comply with City of Chicago building codes, fire department regulations, ADA standards, and OSHA safety guidelines.
• Maintain logs and schedule for mandatory city inspections etc.
• Serve as the primary point of contact for after-hours facility emergencies and facility security systems.
• Assist with the development, implementation, and ongoing maintenance of organization-wide Safety and Security Plans for all facilities and events in collaboration with the Director of Operations and Office Manager.
• Manage facility camera systems and related security technologies to support safety, security, and incident investigations.
• Maintain compliance records and schedules for required certifications, including forklift certifications, driver trainings, and renewal requirements.

Logistics & Inventory

• Track and order supplies, tools, as necessary.
• Maintain detailed records of maintenance, warranties, etc.
• Manage NLC’s fleet management systems, including Fleetio, GPS tracking platforms, and vehicle camera systems.
• Submit monthly Fleetio reports to the Finance Department.
• Maintain and update the list of approved drivers in accordance with insurance requirement.
• Provide timely support to team members regarding fleet-related issues, including vehicle reservations, parking, damage reports, maintenance, and operational concerns.

Fleet & Asset Management

• Monitor and follow up on fleet-related issues, including speeding violations, parking tickets, disconnected cameras, vehicle damage, maintenance needs, new driver onboarding, reservation conflicts, and vehicle cleanliness, ensuring adherence to Fleetio processes.
• Coordinate vehicle maintenance, repairs, cleaning, and the pickup and return of organizational vehicles.
• Oversee forklift and truck rental programs, including vendor coordination, maintenance troubleshooting, invoice approvals, contract renewals, new contract procurement, and equipment pickup and return logistics.
• Serve as the primary point of contact for fleet management vendors and rental providers.
• Monitor fleet performance, usage, and compliance to ensure safe, efficient, and cost-effective operations.

Organizational Alignment & Accountability

• Maintains accuracy of budget and spending plan.
• Participates in all required evaluations and audits.
• Demonstrates New Life Centers’ values.
• Attends required meetings and trainings.
• Perform other duties as assigned by the Director of Operations as priorities may change based on organizational needs

Skills & Qualifications

• Must become a Certified Mandated Reporter. Training provided.
• Must clear all required background checks, must not have any pending or open cases.
• Must have a working phone and phone number.
• 3-4 years of hands-on experience in fleet and operations, preferably within a multi-site network.
• Exceptional organizational and time-management skills; ability to prioritize urgent requests across distinct locations without direct supervision.
• Mastery of standard hand/power tools and basic digital literacy to manage emails, mobile work order systems, and equipment logs.
• Clear verbal and written communication skills for interfacing with building landlords, neighborhood vendors, and internal program staff.
• Ability to lift up to 50 lbs., stand for long periods, work in confined spaces or at heights (ladders/scaffolding), and operate in variable weather conditions.
• Valid driver’s license and access to a reliable, personal vehicle capable of carrying basic tools between Chicago properties (mileage reimbursement provided).
• Cross-cultural competency.
• Ability to communicate effectively both written and verbally.
• Must be willing to be trained and proficiently utilize database(s) and information tracking systems relevant to duties.
• Must keep confidentiality of participant information.
• Ability to establish and maintain effective working relationships with others.
• Bilingual English/Spanish preferred but not required.

How to Apply

Please submit the following materials

• Cover letter indicating your experience and interest in the position.
• Resume
• List of three references with contact information (minimum 2 professional references, email and phone number included)
• Please mention the name of any New Life Centers staff who referred the position if applicable.

New Life Centers provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. New Life Centers complies with applicable federal, state, and local laws governing nondiscrimination in employment in every location in which the company has facilities.

*NLC does not provide visa sponsorship, including for F-1 STEM OPT. NLC is not enrolled in E-Verify.