Office & Operations Coordinator

Job Description

Job Description

Salary: $22-$28

The Office & Operations Coordinator is responsible for receiving visitors at the front entrance, assisting in multiple administrative areas of the organization, including social media, website management, coordinating IT, administration, marketing, grants & gifts assistance, mailings, onboarding and offboarding tasks. The Office & Operations Coordinator also serves as the first point of contact for referrals and general inquiries, providing reception services and directing individuals to the appropriate programs, services, or staff.

Who We Are

Mountain Home is a Missoula nonprofit whose mission is to provide a safe home and nurturing community where young mothers discover their strengths, and children thrive. Over the last 25 years, we have built an effective, holistic model of care that integrates supportive housing, mental health care, employment and education support, trauma-informed childcare, and more. We work closely with young families, donors, and community partners to build brighter futures, two generations at a time.

What You'll Do

The Office & Operations Coordinator is responsible for the following:

Administration:

• Assist in onboarding new employees
• Serve as the point of contact for incoming phone calls
• Send, collect, and deliver the mail daily to clients and staff
• Manage the office supply budget, purchase and maintain an inventory of common office supplies, and fulfill departmental supply requests.
• Greet people and assist them in connecting with the appropriate staff
• Check the info@ email account daily and respond to/forward to appropriate staff
• Prepare materials and coordinate logistics for the BOD meetings.
• Monitor and maintain the organization's primary multi-function printer, ensuring paper, toner, and other supplies are stocked and operational issues are addressed promptly.

Human Resources Administration & Technology Support

• Coordinate employee onboarding and offboarding administrative processes.
• Manage employee records and reporting within BambooHR.
• Create and maintain BambooHR reports for new hires, CPR certifications, driver's licenses, vaccinations, professional licenses, and other required compliance documentation.
• Create DocuSign accounts for new hires.
• Prepare ready-to-send packets for IRA paperwork and background checks.
• Serve as the primary liaison with TechNellogic for IT support requests, equipment setup, and basic troubleshooting.
• Coordinate the return of company assets during employee offboarding, including laptops, chargers, mobile phones, keys, and other organizational property.

Grants, Gifts, & Marketing

• Process charitable gifts, including checks, credit card donations, and electronic funds transfers.
• Record and maintain donor information and gift records in Bloomerang donor management software.
• Run donor outreach and fundraising reports.
• Enter timely and accurate donor interaction notes from phone calls, emails, meetings, and visits.
• Generate, coordinate signatures for, and distribute donor acknowledgment and thank-you letters.
• Maintain and update donor acknowledgment letter templates.
• Respond to routine donor and donation-related inquiries and emails.
• Create, schedule, obtain approval for, and publish social media content.
• Coordinate the ordering, production, printing, and distribution of marketing materials.
• Update website content as requested by appropriate organizational contacts.
• Coordinate marketing-related printing, mailings, and promotional materials.
• Provide administrative support for grant and fundraising activities as assigned.

General Staff Responsibilities

• Participate in all-staff meetings, trainings, committees, and other organizational activities as required.
• Support Mountain Home's mission, values, and collaborative team environment.
• Complete special projects and perform other duties as assigned.

Requirements:

Education: High School diploma or equivalent required. Associate or bachelors degree in business administration, management, or related field preferred.

Experience: 2-4 years experience in administrative support, office coordination, or related role.

Experience managing schedules, handling correspondence, and organizing documentation

Knowledge, skills, and abilities

• Understanding of office management systems, procedures, and best practices.
• Familiarity with organizational policies, workflows, and department functions.
• Basic knowledge of budgeting, procurement, and recordkeeping principles.
• Awareness of data privacy regulations and document security practices.
• Proficiency with Microsoft Office, Google Workspace, and other common business software applications.
• Familiarity with social media platforms and their functions.
• Commitment to quality, efficiency, and effectiveness.
• Excellent public relations, interpersonal, and customer service skills with a professional demeanor.
• Self-starter who works effectively in a collaborative team environment.
• Ability to work both independently and as part of a team.
• Ability to take initiative and independently plan, prioritize, and complete assigned work.
• Strong computer proficiency.
• Strong attention to detail with excellent time management and multitasking abilities.
• Ability to manage small projects and coordinate resources effectively.
• Adaptable to changing priorities while maintaining efficiency and accuracy.
• Ability to maintain confidentiality when handling sensitive information.
• Collaborates effectively with cross-functional teams and organizational leadership.
• Current CPR/First Aid certification or willingness to obtain certification within a designated timeframe.

PHYSICAL DEMANDS:

• Ability to sit, stand, and walk for extended periods while performing job duties.
• Frequent use of hands and fingers for typing, writing, and handling documents.
• Occasional lifting and carrying of materials, up to 20 pounds.
• Visual and auditory ability to observe and interact with others.
• Ability to communicate clearly in person, over the phone, and via virtual platforms.
• Occasional bending, reaching, and stretching while organizing materials.

Who You Are - Success in this role requires excellence in key areas

• You uphold professionalismby maintaining high ethical standards, engaging respectfully with colleagues and participants, and contributing to a supportive, equitable, and inclusive environment.
• Understanding the Importance of Trauma-Informed Care:You recognize the connection between traumatic experiences and behavioral, physical, and mental health conditions, including substance use. You also acknowledge that trauma-informed care takes a strengths-based approach to create supportive and appropriate environments for individuals who have experienced trauma.
• Relationship-Building & Communication:You are honest, genuine, and tactful in your interactions. Committed to the mission and the communities you serve; you actively listen to understand the underlying needs behind concerns and collaborate to develop effective solutions. You communicate clearly, professionally, and with cultural sensitivity, fostering mutual respect and understanding. Your ability to engage with all stakeholders and put people at easeespecially across lines of differencereflects your professionalism, empathy, and commitment to inclusive communication.
• Organizing, Time Management, Planning & Prioritizing:You demonstrate strong organizational and time-management skills, including the ability to manage a caseload, track information accurately, meet documentation and billing timelines, and prioritize competing demands. You are reliable in maintaining your scheduled hours and completing required tasks. You plan your work intentionally to stay within deadlines and focus on activities that best support client care and program needs.
• Stress Tolerance, Emotional Control, & Flexibility:You are a candidate who demonstrates strong stress tolerance, the ability to stay calm and composed under pressure; emotional control, with the capacity to regulate emotions and respond thoughtfully to challenging situations; and flexibility, by adapting to change, embracing new perspectives, and adjusting to evolving circumstances.

What Else You Should Know

This position is full-time, 30+ hours/week. The schedule for this position is M - F (9 a.m. - 5 p.m.).This position reports to the Director of Finance, People, & Operations and does not supervise others. The hourly wage range for this position is Level 2 ($22.00 - $28.00/hr) with the hired individuals wage calculated using Mountain Homes equitable wage matrix. Available benefits include medical, dental, vision, short-term disability, Aflac services and life insurance, accrued paid time off, an employee assistance program (EAP), and opportunities for training and professional development.

Mountain Home is an equal-opportunity employer, and we value having staff who come from communities of diverse perspectives and have lived experience. We encourage people of color, indigenous folks, members of the LGBTQ community, and people with disabilities to apply. All offers of employment at Mountain Home are contingent upon clear results of a thorough background check. The following factors will be considered for applicants with a criminal and/or less-than-ideal driving history:

• The nature of the conduct/behavior and its relationship to the position
• The recency of and circumstances surrounding the conduct/behavior
• The age of an individual at the time of the conduct/behavior
• Societal/cultural conditions that may have contributed to conduct/behavior
• The probability that an individual will continue the conduct/behavior
• The individuals commitment to rehabilitation and changing behavior