Operations Coordinator

Operations CoordinatorThe Operations Coordinator serves as a key administrative and operations support position for the Massachusetts chapter, providing direct support to the State Director while ensuring smooth day-to-day office operations, staff support, and organizational compliance. This is a highly visible operations and administrative coordinator role that combines executive support, office management, compliance coordination, meeting/event support, and day-to-day operational problem-solving to help the Massachusetts chapter run efficiently.This is a hybrid position, requiring at least 3 days per week of in-person attendance at our Boston, MA office.A successful Operations Coordinator will be:Highly organized and able to balance multiple priorities and deadlines.Service-oriented, collaborative, and committed to supporting conservation work behind the scenes.An excellent communicator who writes clear correspondence.Discreet and trustworthy when handling sensitive personnel, financial, donor, and strategic information.Detail-oriented, proactive, and skilled at solving problems independently.Comfortable managing data, databases, reports, and administrative systems.Able to work effectively in both fast-paced and quieter work environments.Courteous and effective working with a wide range of staff, partners, and vendors.The Massachusetts Business Unit believes in flexibility and as such, team members are working in a hybrid model: splitting workdays between home and using TNC offices, as required. Our work has proven successful with a deliberate blend of virtual and in-person connections, as well as independent and collaborative work. This is considered a hybrid position and must be in the Boston office at least 3 days/week. The work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.The Coordinator works collaboratively with staff and provides responsive, service-oriented support that contributes to effective operations and positive working relationships.Specific responsibilities include:STATE DIRECTOR SUPPORTWork with the State Director and Executive Coordinator to proactively manage State Director's calendar: schedule appointments, arrange meetings and troubleshooting issues.Administratively support the State Director by assisting with travel arrangements, expense reimbursements and other tasks as needed.OPERATIONS & OFFICE MANAGEMENTManage and maintain the Boston Office to keep it neat, functional and efficient. Function as the main liaison with the landlord for office maintenance, cleaning and repairs. Manage thermostats/HVAC issues, office security and emergency plans. Manage office equipment by troubleshooting and proactively tracking/negotiating related contracts and agreements. Purchase office equipment and supplies. Create and communicate office-specific policies and procedures to staff and act as staff contact for visitors and new staff orientation. With Director of Operations & Culture, troubleshoots office-specific challenges by proactively developing solutions.Manage incoming mail, general emails and inbound phone calls. Works with development team to deposit donations in a timely fashion.Support the Sheffield, MA TNC office by helping to coordinate vendors, ensuring equipment is working properly and contracts are current. Ensure policies and procedures related to office security and safety are current and understood. May take on administrative projects as time allows and travel to Sheffield as needed.Act as IT coordinator and onsite liaison with central IT team. Purchase, track and coordinate equipment, troubleshoot and oversee office IT/AV "hygiene".Assist with ensuring compliance by acting as BU Coordinator for Records Retention and Youth Safety. Develop and manage related staff resources.Tax Exemption Filing: Handle the process of filing for tax exemptions for The Nature Conservancy's land holdings in Massachusetts, ensuring compliance with state regulations.Act as accounts payable back-up.Help manage assets by tracking and coordinating vehicle registrations and associated paperwork. Assist with assets inventory and related insurance updates.Assist the Director of Operations & Culture with onboarding new employees/interns. Track and update vehicle use agreements with insurance company.Assist with operations-related tasks such as the planning and implementation of events and staff-wide meetings.May represent Operations on Chapter and/or Divisional teams.Assist with administrative/project support for other teams as needed and as capacity exists.Travel occasionally to attend team retreats or support business unitWork overtime as needed (with prior approval from supervisor).We're Looking for You:Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work That You Can Believe in where you can feel like you are making a difference every day. We're looking for someone with strong organizational and communication skills and an inclusive mindset to join a diverse, multi-disciplinary team.What You'll Bring:Bachelor's degree and 1-year experience or equivalent combination.Experience organizing time and managing diverse activities to meet deadlines.Experience maintaining confidentiality around sensitive personnel, donor, financial, and strategic mattersExperience working and communicating with a wide range of people.Database skills, including managing and tracking data, and producing reports.Desired Qualifications:Strong communication skills and experience writing clear, understandable email messages.Experience proactively communicating and presenting information on others' behalf.Strong organizational skills and attention to detail.Service oriented. Courteous, tactful and able to deal effectively and sensitively with a diverse range of peopleSelf-motivated and able to produce results in both busy and quiet environments.Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.Salary Information:The starting pay range for a candidate selected for this position is generally within the range of $33.23 - $35.31 hourly rate. This range only applies to candidates whose country of employment is the USA. Where a successful candidate's actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.Who We Are :The Nature Conservancy's mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world's toughest challenges so that we can create a world in which people and nature thrive. We're rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it's career development, flexible schedules, or a rewarding mission, there's many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant's unique experience. Please apply – we'd love to hear from you. To quote a popular saying at TNC, "you'll join for the mission, and stay for the people."What We Bring:Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our Benefits and Perks here.We're proud to offer a flexible work environment that supports of the health and well-being of the people we employ.Our recruiting process includes a rolling interview process to ensure we engage applicants in a timely manner. This means we may review applications in the order in which they are received. Once a strong candidate pool is identified, the role will be unposted. The timeline