Operations Coordinator

PURPOSE STATEMENT

The Operations Coordinator supports Ayuda’s day-to-day operational workflows, with a primary focus on front-line operations support, equipment and purchasing coordination, shared-system accuracy, and administrative workflow follow-through. The role helps ensure that operations requests are acknowledged, tracked, communicated, and completed in a timely and organized way, and that critical operational information is maintained in shared systems so work remains visible and recoverable across the team.

ORGANIZATIONAL PROFILE

Ayuda is a 501 (c)(3) nonprofit organization dedicated to providing direct legal, social and language access services, education, and outreach to low-income immigrants in the Washington, DC metropolitan area. Since 1973, Ayuda has provided critical services on a wide range of issues, in the process acquiring nationally recognized expertise in several fields including immigration law, language access, domestic violence and human trafficking. Ayuda has office locations in Washington, DC, Silver Spring, MD and Fairfax, VA.

WHY DO YOU WANT THIS JOB?

Because, just like everyone at Ayuda, you believe:

• In seeing communities where all immigrants succeed and thrive in the United States.
• In the overall success of our organization and all our programs.
• That families should be healthy and safe from harm.
• That all people should have access to professional, honest, and ethical services, regardless of ability to pay or status in this country.
• That diversity and equality make this country better.

WHAT WILL THIS JOB ENTAIL?

Core Responsibilities

Operations Request Intake and Coordination

• Monitor and triage incoming operations requests through designated team systems.
• Acknowledge, assign, and track requests through completion in accordance with team service standards.
• Ensure requests received by email, chat, or other channels are entered into the appropriate shared tracking system.
• Communicate status updates to requesters and follow up on open items until resolved.
• Escalate delays, blockers, or unclear ownership promptly.

Systems Hygiene and Shared Visibility

• Maintain accurate, up-to-date records in operations tracking systems, including request boards, inventory records, and project/task trackers.
• Ensure open work includes clear status, next steps, ownership, and supporting notes.
• Use designated shared folders and systems as the team’s source of truth for in-progress and completed work.
• Help ensure team-owned documents are stored in SharePoint or other approved shared systems rather than personal storage locations.

Equipment, Inventory, and Purchasing Support

• Coordinate laptop and other staff equipment orders, setup, deployment, replacement, and tracking.
• Maintain accurate inventory and asset records, including assignment, status, and key lifecycle information.
• Support onboarding for new hires and interns by preparing and coordinating assigned equipment and related setup tasks.
• Serve as a first point of contact for routine staff technology requests and troubleshoot or route issues as appropriate.
• Coordinate with vendors and internal staff on equipment repairs, replacements, software installation requests, and related follow-up.
• Ensure technology-related requests are accurately tracked in shared systems and communicated through resolution or handoff.
• Support purchasing workflows, including quotes, disbursement request forms, receipts, and documentation.
• Maintain organized records related to operations purchasing and vendor activity.

Vendor and Administrative Support

• Coordinate with approved vendors on routine operational requests, orders, and follow-up.
• Support staff with operational questions related to purchasing, equipment, and office processes.
• Assist with administrative office support tasks such as business card orders and related logistics.
• Support recurring operational processes and deadlines, including documentation and routine administrative follow-up.

Onboarding, Offboarding, and Staff Operations Support

• Support onboarding and offboarding logistics as assigned, including equipment coordination and administrative setup tasks.
• Assist in maintaining operational readiness for new hires, interns, and departing staff.
• Help ensure relevant onboarding/offboarding tasks and records are updated in shared systems.

Documentation and Continuity

• Document recurring workflows and maintain clear process materials for key operational tasks.
• Help ensure work can be transitioned smoothly during absences, staff changes, or team backup situations.
• Participate in process improvement efforts to strengthen consistency, visibility, and service quality across operations workflows.

Key Success Measures

• Operations requests are acknowledged, tracked, and completed on time.
• Staff receive timely updates on open requests.
• Shared systems accurately reflect the status of ongoing work.
• Equipment and purchasing workflows are documented and easy to follow.
• Team-owned work is visible and recoverable, not dependent on one individual’s inbox or personal files.

This position will support Ayuda across our three offices in DC, Maryland, and Virginia, with regular days in each location as well as remote workdays. All three offices are on the DC metro line.

HOW DO YOU KNOW IF YOU CAN DO THIS JOB?

Eligibility Requirements:

• Must be legally able to work in the United States and maintain proper work authorization throughout employment.
• Must be able to meet the physical requirements of the position presented in a general office environment.

Qualifications:

The following qualifications are the qualities, experiences, and skills we seek in a candidate.

Candidates who don't feel that they meet every single qualification, but who still believe they’d be the right fit for this role, are encouraged to consider applying!

We're eager to meet people that believe in our mission and can contribute to our team in a variety of ways -- not just candidates who check all the boxes.

• Education/Experience & Skills
• Experience in operations, office administration, administrative coordination, or similar support work.
• Strong organizational and follow-through skills.
• Ability to manage multiple requests and deadlines at once.
• Strong written communication and customer-service orientation.
• Comfort maintaining accurate records and using shared workflow systems.
• Ability to identify and escalate issues proactively.
• Ability to work collaboratively with staff across departments.
• Experience supporting purchasing, onboarding/offboarding, office operations, or equipment coordination preferred.
• Experience with systems such as SharePoint, Monday.com, HRIS platforms, or similar tools preferred.
• Competencies & Expectations
• Strong responsiveness and follow-through.
• Consistent attention to detail and data accuracy.
• Commitment to shared systems, documentation, and transparency.
• Ability to communicate proactively about status, delays, and next steps.
• Reliability in maintaining continuity of team operations.