Community Operations Coordinator

Community Operations Coordinator

The Community Operations Coordinator has a vital support role in advancing the goals of the Mueller community and ensuring high-quality daily operations for the Property Owners Association. This position embodies Coherer's core values of Trust, Reciprocity, Spirit. This position requires an enthusiastic attitude and willingness to work a flexible schedule.

Working closely with the Director of Community Operations, the Executive Director, and the broader leadership team, the Community Operations Coordinator provides comprehensive administrative and operational support. This includes assisting the Executive Director and three additional Directors with scheduling, documentation, meeting preparation, recordkeeping, and other key administrative tasks. The coordinator supports a wide range of operational, administrative, and customer-facing activities and must consistently demonstrate discretion and maintain a high level of confidentiality.

This position requires professionalism, exceptional organizational skills, strong communication abilities, and a collaborative approach when working with residents, vendors, volunteers, leadership, and staff with a cheerful outlook, and the ability to manage multiple priorities with exceptional follow-through.

Scope:

• Provide high-level customer service with a friendly, caring, and confident demeanor.
• Serve as the primary point of contact for Mueller stakeholders and residents, responding quickly and accurately by solving problems, directing requests, and escalating issues as appropriate.
• Support the resident-verification and amenity access process and security control system.
• Maintain building operations for the Mueller POA office by tracking, and ordering office supplies, prepare and restore office and meeting spaces before and after meetings and events and maintaining a clean and organized office environment, including shared spaces.
• Provide executive administrative support to the Executive Director and three additional Directors, including scheduling, meeting coordination, document preparation, and follow-up.
• Assist leadership with preparing reports, presentations, communications, and project-related documentation.
• Coordinate leadership, board, and committee meetings, prepare agendas, take minutes, and track action items.
• Maintain strict confidentiality regarding resident information, internal operations, personnel matters, and sensitive communications.
• Support communication efforts by promoting community initiatives, programs, and outreach activities.
• Manage customer service needs with a friendly and caring yet assertive demeanor following standards and guidelines; must be comfortable approaching residents not following policies; capable of handling escalated situations.
• Responsible for updating internal calendars and internal room reservations.
• Coordinate board, committee, internal, and partner meetings and room reservations, setup, audiovisual needs, food, and beverage.
• Coordinate and manage conference room usage; meeting setup; conference calls and arrange for catering as needed.
• Serve as the Vantaca 'traffic cop' for residents and internal team members.
• Maintain records in Cloud-based storage files; ensure documents are organized, accurate, and easily accessible. Provide administrative support to Board-appointed committees, ensuring accurate documentation and strong communication flow. Support communication efforts and community brand by promoting community initiatives, programs, and outreach activities.
• Provide administrative and logistical support for community events, workshops, and engagement activities.
• Participate in Cohere's Councils of Excellence and engage in ongoing personal and professional development aimed at expanding capabilities, knowledge, and passion for the work.
• Support the success of the Mueller Community team by actively participating in monthly meetings, sharing best practice knowledge, and collective problem solving.
• Attend after-hours events, as necessary.
• Perform additional operational or administrative tasks as assigned to support the effectiveness and efficiency of the Mueller POA and Cohere.

Attributes:

• Ability to foster a collaborative environment when serving both internal and external customers.
• Excellent verbal, written and personal communication skills.
• Excellent troubleshooting skills
• Conscientious and dependable work ethic and attention to detail
• Organization, prioritization, follow-up, and time management skills
• Ability to keep the organization's vision and values at the forefront of decision-making and action.
• Ability to establish and convey a sense of purpose in alignment with the values of Cohere.
• Innovative and creative problem solving using a "win-win" approach.
• Highly collaborative; able to support multiple leaders and team members effectively. Sound judgment and the ability to make routine decisions independently. Able to work independently and in a team environment.
• Outstanding customer service instincts and professionalism while demonstrating an enthusiastic, positive, and professional demeanor
• Possess comfort with tech tools.
• Discretion, integrity, and ability to always maintain confidentiality. Ability to demonstrate flexibility.

Knowledge | Experience:

• Demonstrates excellent computer competencies, including:
• Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, SharePoint)
• Adobe Creative Suite (Acrobat, InDesign, Photoshop preferred)
• Ability to design clean, professional forms, templates, and presentations
• Skilled in managing digital files, formatting documents, and producing polished materials
• Comfortable and confident learning new software platforms, including management and workflow systems such as Vantaca, Workday, or similar tools

1. Proficient in database management
2. Personal skills include leadership abilities, positive outlook, self-motivation, and problem solving.
3. Possession of a bachelor's degree or applicable work experience in a related field preferred but not required.
4. Experience in customer service and working in a professional environment.
5. Effective communication, motivation, cooperation, and conflict resolution

Operating Principles:

1. In furtherance of our mission team members will:
2. Instill a sense of fun and enthusiasm into everything we do for the community.
3. Encourage a dynamic collaboration between organizations such as municipalities, school districts, arts organizations, and other community social, civic, special interest and activity groups, leveraging combined talents, energies, and resources for the benefit of all community stakeholders.
4. Exercise tact, diplomacy and fair-mindedness in all interactions while providing exceptional customer service.
5. Work collaboratively with the community to promote a governance style based on inclusiveness, mutual respect, consensus-building and responsiveness to changing needs and opportunities.
6. Strive to sustain a level of community maintenance that is simply the finest available anywhere.
7. Promote compliance with community rules through education, communication and building grassroots support.
8. Embrace the vision, goals, and aspirations of Cohere.

Job Type: Full-time

Pay: $24.04 - $26.44 per hour

Benefits:

• 401(k)
• Dental Insurance
• Health Insurance
• Vision Insurance
• Paid Time Off

Cohere Life, Inc. is an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, veteran status, or disability status. Once an adequate number of qualified candidates has been identified, the job posting may be withdrawn or closed.