Operations Coordinator

Job Description

Job Description

USGBC-CA Operations Coordinator

The U.S. Green Building Council California (USGBC-CA) is seeking an experienced, motivated candidate eager to support the green building movement. As the Operations Coordinator, you will act as a hub, working with all teams supporting operations, the USGBC-CA Board, and specialty projects. As part of the core team that keeps all cylinders firing, this role requires a proactive individual with exceptional communication skills and the ability to manage multiple priorities effectively. This position is slated to begin in October 2026 and will be an integral part of our USGBC-CA team, reporting to our Senior Operations Manager. 

IDEAL CANDIDATE:

The ideal candidate is an operations generalist, a systems thinker, and a team player, ready to uphold our core values and support our mission. This role requires a passion for details and a willingness to jump in wherever needed, bolstering our growing team with operational excellence and refining our systems to best serve our evolving needs.

KEY RESPONSIBILITIES:

Software, Systems & Training

• Work across teams to write best practice guides, research training content, and present at our Systems and Project Management quarterly meetings
• Monitor our tech stack usage and costs for improvement and resources optimization
• Assist departments in making tech proposal recommendations and improve user experiences
• Create onboarding tutorials and conduct software training for new hires
• Research and develop programming for "Lunch and Learn" series, focusing on software training, enriching speakers, and/or meeting team member requests
• Support the establishment and enforcement of more organizational norms (e.g., file naming conventions, communication protocols, software feature utilization

Operations and Office Management

• Act as the front line of the ops team, fostering our value of humans in service to one another as you navigate requests and take on tasks that support our mission
• Create and maintain a calendar for compliance and Operations renewals (business licenses, Department of Justice, supplier approvals, Secretary of State filings, etc.)
• Engage in specialty projects associated with compliance such as security audits, risk management evaluations and maintain records for annual audits
• Process and file Certificates of Insurance
• Track and manage employee hardware inventory
• Other operations and administrative duties as needed

Executive and Board Support

• Support the Chief Executive Officer (CEO) in preparing materials and coordinating logistics for board meetings.
• Prepare comprehensive reports, slide decks, and spreadsheets for board meetings or quarterly business reviews.
• Support the Board’s governance calendar, ensuring all annual filings, officer elections, and committee rotations are completed in accordance with organizational bylaws.
• Take Board Meeting notes for recording action items and feedback as needed. 
• Act as a liaison for Board Members to the organization: ensuring clear communication lines, engagement, and follow-through on action items.
• Assist the CEO with a high-volume, ever-changing calendar, prioritizing urgent meetings and resolving scheduling conflicts with minimal oversight.

Contract Management Support and Special Projects

• Assist the Chief Operating Officer in tracking milestone tasks across contracts and grants between teams.
• Prepare documentation for invoicing and reporting in collaboration with supporting teams. 
• Assist the executive team with facilitating cross-departmental initiatives, helping to ensure deliverables from various teams are submitted on time.

 

QUALIFICATIONS:

• 3-5 years of experience in an administrative or operations support role
• Google Workspace, Word, Excel, CANVA, or similar programs required
• Experience with project management platforms such as Monday.com and a CRM (Copper is preferred)
• High level of attention to detail, desire to unite teams with clear, accurate, and researched information
• Possesses a collaborative spirit, with the ability to contribute to annual strategic planning, work closely with other departments across the organization, and work creatively toward goals
• Desire to learn, adapt, and explore new skills, technology, and workflow processes.

A bonus if you also have: 

• Passion for the Green Building Movement
• Experience working in a hybrid team structure
• Demonstrated commitment to diversity, equity, inclusion, and belonging 
• Capability for self-directed learning, seeking out opportunities to provide the team with new resources to support their work
• Collaborative problem-solving skills with curiosity for understanding the overall project vision, as well as technical details 

TIME COMMITMENT & COMPENSATION:

This is a full-time, hybrid position. Location: Southern California with the ability to travel to the Los Angeles office on a semi-regular basis. Annual salary range is $65,000-$75,000.

We offer a full benefits package with discretionary unlimited vacation, 14 paid holidays, healthcare coverage (including vision and dental), 401k, and life insurance. We have parental leave and offer an annual bonus program while working in a flexible, hybrid structure. 

Staff has the availability to attend our trainings and other industry events in our network and we also offer reimbursement for continuing education. We strive to have a work-life balance where we work to live and have regular team-building events to maintain our culture.

ABOUT USGBC California:

USGBC-CA is about people – Passionate, practical, and informed professionals and advocates who work together to transform California into a more sustainable region for all. USGBC-CA is the best place for anyone to learn the “why”, “who” and “how” of living sustainably, because business, as usual, is no longer an option. Volunteers and members believe in a sustainable built environment, gaining education, being exposed to innovation, and taking impactful action.

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