Operations Coordinator

Job Title: Operations Coordinator

Department: Operations Team

Reports To: Chief Strategy Officer

FLSA Status: Exempt

Nature of the Work

As the company's Operations Coordinator, you are responsible for the oversight of the company's people systems. This is a key position; you will be the key strategic partner to our operations team and will help pave the way for growth and success of the company by assisting in the creation of techniques to maximize employee potential, engagement, and safety. Streamlining, implementing, and evaluating processes, policies, culture, and compliance practices are the main goals of this role.

On any given day, the Operations Coordinator can be seen collaborating with leadership, managing payroll and coordinating cultural tasks or meeting with potential new hires to ensure the continuation of best practices for each team member.

Essential Duties

The essential duties of the Operations Coordinator are listed below. When necessary, additional duties may be assigned. IBC expects the Operations Coordinator to take the initiative to anticipate and prevent problems.

• Manage and process weekly payroll in coordination with field team and leadership.
• Verify hours, job codes, and wage orders for accuracy.
• Identify and recommend improvements to payroll workflows to reduce errors and processing time.
• Updating of employee tax changes across systems and filing of documentation
• Responsible for maintaining employee onboarding and compliance procedures.
• Oversee training of new employees, including field employees and office staff on operational responsibilities such as timekeeping and technology use.
• Oversee all aspects of pre-onboarding to ensure consistent and compliant experience. I-9 completion.
• Maintain checklists, documentation, and communication with relevant departments.
• Ensure completion of required forms, training, certifications, technology, and compliance within company policy timeframes.
• Filing of confidential documents
• Data entry of employee information across systems.
• Department of Transportation compliance and documentation.
• Partner with senior leadership team to create, implement and support IBC's policies and practices.
• Support the rollout of employee engagement initiatives, recognition programs, and internal communication efforts.
• Reinforce company values through consistent communication, onboarding practices, and team interactions.
• Help identify opportunities to strengthen connection between field and office teams.
• Have a clear understanding of company policy and procedures.
• Maintain current knowledge of industry trends and employment legislation to ensure regulatory compliance alongside Human Resources
• Liaison between Human Resources and entire IBC team regarding legal literacy/familiarity to ensure a culture that is compliant with state and federal regulations as it pertains to labor laws, wage-related issues, safety concerns, etc.
• Maintain effective levels of business literacy including company goals, mission, financial position, strategy, competition, and culture.
• Work alongside management and leadership team on projects such as performance management, benefits, drug testing, and DOT compliance.
• Assist as needed with finance, accounting, and general
• Secondary certified payroll submission duties.
• Notarizing of internal documents.
• Other duties as assigned as a small company being a Team Player is vital to our success.

Key Skills And Abilities

At IBC, we are looking for skills and abilities that, as the Operations Coordinator will seamlessly integrate with our team, vision, and future goals. The Operations Coordinator collaborates with our leadership team to keep IBC current on best practice and the continued evolution of compliance and company mission and vision.

• A strategic as well as tactical mindset is essential for a startup organization such as ours. Strategic thinking to work with the operations team to set progressive direction for IBC is key.
• Cross-functional business understanding of how the business operates.
• Self-disciplined, self-starter attitude that is decisive and willing to accept the consequences of decisions.
• Operational wisdom to ensure the practices implemented by this role have positive impacts on the whole organization and continue to meet growing demands of the business.

Qualifications

To perform this job successfully, the Operations Coordinator must have the following education, skills, and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree or minimum of 3+ years of experience in operations.
• Strong communication skills with the ability to develop and inspire others.
• Proven ability and tolerance to problem solve and lead.
• Excellent verbal and written communication skills; ability to communicate with a wide variety of audiences.
• Strong ability to analyze and interpret complex data and arrive at sound business decisions.
• Ability to maintain strict confidentiality of sensitive information.
• Experience with a proven track record of successful management of Teams, roles and responsibilities.
• Customer focus, action and results oriented, ethics and values, integrity and trust, teamwork, leadership, negotiation, and communication.

Where many organizations look for a classic HR liaison with roots in business partnership and operations, IBC is focused on a strategist that can help us with organizational design, coaching and development, and the implementation of learning and development programs.

A focus on HR administration is not a strategic component for this role and would not be needed. While small, IBC is growing and strives to balance the health of the company to ensure it is acutely connected to the wellbeing and spirit of our workforce.

Over the years, IBC has been adding people quickly and we need to ensure our focus continues to be on our main asset, our team, by guaranteeing sufficient focus is on their professional growth. New hires will find it hard to identify with our core values if they do not see how their work contributes to the overall mission. Our operations teams are dedicated to being a beckon of guidance and development for IBC.

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements

Rarely

(0-12%)

Occasionally

(12-33%)

Frequently

(34-67%)

Regularly

(67-100%)

Seeing: must be able to read reports and use a computer

X

Hearing: Must be able to hear well enough to communicate with co-workers, customers, vendors, subcontractors on the phone and in

person

X

Standing/Walking: in the office and at jobsites

X

Climbing/Stooping/Kneeling: Must be able to open and close filing cabinets, move about jobsite

X

Lifting/Pushing/Pulling: open/close filing cabinets, move about jobsite

X

Fingering/Grasping/Feeling: Must be able to write, type, use a phone system, and use a computer mouse

X