Operations Coordinator

Job Description

Job Description

The Operations Coordinator (OC) supports workplace operations, technology-enabled administrative processes, and business services for the North Bethesda office and other JBS locations. The role is responsible for maintaining operational data and reporting tools, coordinating vendors and workplace resources, supporting employee and visitor experiences, administering SharePoint content, and assisting leadership with operational planning and process improvement initiatives.

the OC may also provide support to other JBS International locations remotely (e.g., San Mateo).

The OC supports effective office operations by coordinating administrative activities, managing workplace resources, supporting special initiatives and events, and providing concise, actionable information to leadership.

This role supports staff and guests traveling to JBS offices, coordinates with vendors, maintains key operational records and the internal SharePoint page, manages mail and reception coverage, and helps ensure adherence to office policies and procedures.

****This role is an onsite, in-office opportunity at our NB, Maryland HQ, M-F****

ESSENTIAL JOB FUNCTIONS:

• Maintains operational databases, reporting tools, and the SharePoint landing page.

  • Tracks space usage by employee and usage type ensuring efficient use of office resources. Reports results to leadership monthly.

  • Maintains the FOB database and physical inventory and coordinates vendor support when access issues arise.

  • Tracks office supply inventory and usage to support consumption analysis and timely replenishment.

• Proactively coordinates with external vendors to identify service needs, resolve issues, and support workplace operations.

• Coordinates meeting space, event logistics, and related workplace needs.

• Serves as the office safety coordinator and assists with emergency preparedness activities, evacuation planning, incident reporting, and workplace safety initiatives.

• Tends the reception desk when not performing duties requiring the OC’s presence elsewhere.

• Tracks expenses against the budget; reports monthly if projected expenses will surpass annual budget.

• Supports employees and guests traveling to HQ by coordinating workspace assignments and access readiness.

• Supports programmatic teams with printing, sorting, and shipping projects as needed. Handles incoming and outgoing mail.

• Orders or picks up food and materials for meetings and office events as needed.

• Supports other duties and projects as assigned.

MINIMUM JOB QUALIFICATIONS:

Education: Bachelor's degree or Associate’s degree and equivalent combination of education and relevant experience in office administration, business, or related field.

Experience: 3+ years of office administration, office management, workplace services, or related experience.

Knowledge: Familiarity with databases, office safety protocols, vendor coordination, office software, purchase requests, invoice review, and service agreements preferred.

Competencies:

• Proficiency with Microsoft 365 applications (Outlook, Teams, Excel, Word, SharePoint, Copilot AI), Monday.com, and other system required. High level of Excel a plus.

• Strong organizational skills, attention to detail, effective communication, problem-solving, and adaptability.

Travel: Travel is not anticipated as a routine part of this role. However, candidates should be willing and able to travel occasionally when business needs require support.

Location: North Bethesda, MD (5 days/week)

Physical Requirements:

Office:

• Ability to sit for prolonged periods at a desk or computer workstation.

• Regularly uses a computer, keyboard, and mouse.

• Normal or corrected vision to read documents, view computer screens, and perform tasks that require visual accuracy.

• Ability to hear and understand spoken information in person and over the phone.

• Minimal lifting and carrying may be required, typically light office supplies or documents.

• Ability to move within the office environment to access equipment, files, and interact with colleagues.

• Ability to handle occasional stress related to deadlines, workloads, or challenging tasks.

Facilities:

• Spends extended periods sitting at a desk or workstation.

• Frequently uses a computer, keyboard, and mouse.

• Manual dexterity for tasks such as typing, using small tools. Frequently reaches, raises/lowers objects, upward pulling motion, carry objects/materials using hands or arms.

• Regularly requires ability to stand, stoop, kneel, bend, walk, and sit.

• Ability to frequently lift and shift materials, deliveries, equipment, etc. up to 20 to 40 pounds regularly with a maximum of 65 pounds.

• Position requires vision abilities including close vision, peripheral vision, depth perception and the ability to adjust focus. Position requires ability to hear and communicate verbally.

OTHER DUTIES ASSIGNED: This position description should not be construed to imply that these requirements are the exclusive standards of the position, nor will it be the sole basis for any subsequent employee evaluations. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

This position is subject to availability of funds and to any and all restrictions contained in the contract or contracts that provide funding for this position.

APPLICATION INFORMATION:

If you meet the minimum requirements for this position, please click on the "Apply" link posted below and complete the application. Please include cover letter, resume, and at least (3) professional references.

Our company is an equal opportunity/affirmative action employer. Applicants can learn more about the company's status as an equal opportunity employer by viewing the federal "EEO" poster at EEOPost.pdf. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at View email address on us.fitly.work and let us know the nature of your request and your contact information.