Operations Coordinator (Hybrid - Brooklyn, NYC)

Job Description

Job Description

Overview of role:

The Operations Coordinator provides administrative and logistical support to keep operations of Resource Generation moving smoothly. This role is pivotal in managing key systems, our tech stack and day-to-day functions across the organization, working closely with the Senior Director of Operations on policy, procedures, and compliance. Additionally, they coordinate internal retreat planning & logistics, software & hardware access and manage our physical office in Brooklyn, NY, in alignment with our mission, vision, and values. 

The ideal candidate is a highly organized, detail-oriented, self-directed, and comfortable balancing both routine and project-based tasks. This position requires the staff member to be within commuting distance of Brooklyn, NY in our office at least 1x/week.

This position included the opportunity to develop into a Manager-level position, lead special projects, etc. 

Operations (~30%)

• Office Management: Manage Brooklyn Office and storage facilities, including shipments and supplies; act as key liaison with building management and other NY-based staff using the office 
• Mail, Email & Phone : Manage & triage general inquiries via email and physical mail, and Google Voice
• Data & Document Retention : Direct digital and physical document storage systems, including naming conventions and access (Dropbox, Google Drive, etc), developing procedures & processes on all.
• Risk Management : Collaborate with the Director of Operations on organizational  risk management, insurance and state registration compliance
• Policy & Procedure Compliance : Maintain and update Operations-specific organizational policies and practices, ensuring compliance with regulations and relevance to current practices.
• Organizational Efficiency : Research and implement new tools and systems to enhance operational workflows. Identify and implement cost-saving initiatives to optimize resource allocation across teams.
• Troubleshooting/Staff Support : Collaborate with other staff and teams to address operational issues, facilitate problem-solving, and lead initiatives to develop innovative solutions.

Finance and Donation Processing (~15%)

• Finance Backup : Train up to assist Finance Manager with completing weekly tasks related to accounts payable and receivable processes including donation processing and CRM data entry. 

Technology and Systems Implementation (25%)

• System Access : Oversee employee and, when applicable, member access to organizational software and systems, collaborating with HR and IT Firm for onboarding, offboarding, and troubleshooting. Provide general guidance to staff on usage.
• Google Workspace Management: oversee access, groups, licenses, shared drives for organization. Maintain usage guidelines for the team
• Subscription/License Management: Manage software and technology-related subscriptions/tools, ensuring efficiency, necessity, cost, and tracking of ownership and payments.
• Organizational Hardware : Manage hardware for organization (staff computers, payouts/returns when offboarding)
• Website oversight: collaborate with Comms, Consultant & IT firm to ensure all aspects of websites are operating smoothly including payments for domains and technical needs. 
• IT & Digital Security Collaboration : participate in ongoing cross-team committee work and coordination with external IT firm to ensure ongoing care of digital security, relevant staff training, etc. 

Internal Retreat & Meeting Logistics (15%)

• Internal Retreat Coordination : Coordinate logistics for annual in-person Staff & Board Retreats
  • Research, book, and liaise with facilities
  • Bring together ad hoc Logistics team to hold down all processes to ensure smooth logistics for staff retreats (1-2x annually)
  • Work closely with ED & Director of Operations for Board Retreat planning
  • Maintain historical tracking for all retreats

• Board Administration : Work with Executive Director & Director of Operations to provide administrative support to the Board of Directors including: meeting coordination, document retention, record of voting, board list, etc. 

Cross-Team & Organizational Responsibilities (15%)

• Work across teams on ongoing and ad hoc committees (hiring, event planning, Exec team)
• Collaborate with Senior Leadership to align operations and program strategies with the organization's mission and goals.
• Provide ad hoc support for national programming initiatives as needed.
• Staff Meeting & retreat attendance
• Other duties as assigned

Core Competencies & Experience

• 3+ years of experience in operations, administration, project coordination, ideally in a nonprofit setting. 
• Strong organizational and prioritization skills. 
• Strong problem-solving skills and a continuous improvement mindset. 
• Experience with project management and organizational tools, including as administrator (Asana, Slack, Google Workspace). 
• Comfort learning and improving technology systems and workflows. 
• Strong, timely written communication and follow-through
• Process documentation skills
• Comfort balancing detailed administrative work with higher-level systems/strategic thinking

Key Skills & Attributes

• Attention to detail and follow through
• Strong technical literacy with the ability to learn, troubleshoot, and administer software systems.
• Ability to switch directions throughout the day; responsiveness to emerging staff needs
• Curious, resourceful
• Work independently & collaboratively

Preferred Additional Skills & Experience

• Google Workspace, Asana, Slack, Zoom, CRM (Every Action)
• General understanding of digital security tools (VPN, Backblaze, Malwarebytes)
• Nonprofit experience a preferred
• Some Finance experience/knowledge is a plus

If you see yourself in this job description but don’t feel like you meet every single criterion, we encourage you to apply anyway! Research shows that individuals from historically marginalized groups, such as Black, Indigenous, and People of Color (BIPOC), women, and trans folks tend to self-select out of opportunities at higher rates. We take a holistic approach to all of our hiring practices and want to hire those who best align with our mission and goals.