Project Coordinator - Operations

Job Description

Job Description

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Every repair, vendor visit, permit renewal, and vehicle inspection at HTM begins as a request that someone has to receive, route, and follow through on until it is closed. The Operations Coordinator is that person.

Reporting to the Director of Operations, the Project Coordinator - Operations serves as the intake, dispatch, and coordination point for the Operations Department across Facilities and Maintenance, Safety, IT, Fleet Management, and Warehouse and Delivery Logistics. This role monitors and triages the MaintainX queue and assigns work to the appropriate staff member or approved vendor; maintains the departmental compliance calendar for licenses, permits, inspections, and fleet records; solicits quotes and issues purchase requests within assigned thresholds; reconciles vendor invoices; and compiles the reporting that department and senior leadership rely on. The Operations Coordinator supports both the Director of Operations and the Operations Manager.

Operations is a department where the cost of a dropped request is measured in a shelter without hot water or a van that cannot make a food run. The Operations Coordinator exists so that requests are not dropped, deadlines are not missed, and no repair, renewal, or inspection depends on someone remembering it. This is not clerical work performed in service of a department. It is the mechanism by which the department keeps its commitments.

Responsibilities

Request Intake and Dispatch

● Monitor the MaintainX queue and all Operations request channels throughout the workday. Log, categorize, and assign priority to every incoming request.

● Dispatch requests to the appropriate Facilities, Maintenance, Safety, IT, or Fleet staff member, or to an approved vendor, based on trade, site location, and urgency.

● Acknowledge every incoming request within the departmental 24-hour response standard. Confirm receipt to the requesting site and communicate an estimated response time.

● Redistribute open work when a staff member is unavailable or a site escalates. Notify the Director of Operations or Operations Leadership of any request that cannot be assigned within standard.

● Track open tickets through to closure. Follow up on aging work orders and escalate any request that exceeds the established resolution window.

● Recognize matters that require management judgment rather than routine routing, and escalate them promptly rather than resolving them independently.

Vendor and Purchasing Coordination

● Solicit and collect quotes from approved vendors. Assemble comparison documentation for the Director of Operations or Operations Manager where multiple quotes are required.

● Issue purchase requests and work orders to approved vendors within assigned dollar thresholds. Route any request exceeding the assigned threshold, or involving a vendor not on the approved list, to the Director of Operations for approval before any commitment is made.

● Schedule vendor site visits, service calls, and preventive maintenance appointments. Confirm site access and notify site leadership in advance.

● Maintain the vendor file including W-9s, certificates of insurance, business licenses, signed agreements, and contact records. Track expiration dates and request renewals before coverage or credentials lapse.

● Reconcile vendor invoices against work performed and approved quotes. Flag discrepancies to the Director of Operations before invoices are submitted for payment.

Compliance Documentation and Tracking

● Maintain the Operations compliance calendar covering facility licenses, permits, regulatory inspections, fire and life safety certifications, and DPH requirements. Issue advance notice of upcoming renewals and expirations.

● Assemble compliance documentation for audits, monitoring visits, and funder or regulatory requests.

Reporting and Records

● Maintain the departmental filing structure so that records are current, organized, complete, and retrievable.

● Prepare agendas, materials, and meeting notes for departmental meetings as directed.

● Provide status information to sites and internal departments on ticket status, repairs, and estimated response times.

New Site Setup and Demobilization

● Maintain the new site operational readiness checklist. Track the status of each item and report progress to the Director of Operations.

● Open and coordinate utility accounts, waste service, pest control, alarm monitoring, and recurring service contracts.

● Coordinate delivery and installation scheduling for furniture, equipment, and technology.

● Support demobilization logistics including account closure, equipment recovery, and record retention.

Secondary Duties and Responsibilities

● Provide administrative and scheduling support to the Director of Operations and the Operations Leadership.

● Maintain inventory of departmental supplies, keys, access credentials, and assigned equipment.

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