Operations Coordinator

Operations Coordinator (Arabic Speaker Preferred)

The Office Coordinator supports the administrative and operational functions of the assigned AAFSC office(s). This position requires someone who can provide excellent customer service as they will act as the first face to visitors, program participant, or partner will encounter at AAFSC. This is a dynamic role will wear multiple hats and requires someone who is highly organized and reliable. The Office Coordinator will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, safety and security. This position is responsible for supporting intra-office communication protocols, streamlining administrative procedures, and inventory control. The ideal candidate is an energetic professional who will wear multiple hats and is experienced in handling a wide range of administrative and executive support-related tasks. This person must be able to work independently, demonstrate that they are well organized, flexible, and enjoy the administrative challenges of supporting a dynamic and diverse workplace. A commitment to immigrant, refugee, and low-income communities is essential for success in this role.

Duties and Responsibilities:

• Greet program participants and screen visitors to our office(s). Ensure access and security protocols are maintained. Contribute to maintaining a safe and secure working environment for our staff and program participants.
• Serve as on-site point person for any maintenance and supply requests; work with the Director of Operations to fulfill them.
• Assist other program staff with setup and breakdown/cleanup after classes and events.
• Coordinate scheduling of conference and activity rooms.
• Support Operations Department functions, including building safety planning, ID cards, IT setup and distribution, recordkeeping, posting of required notices, obtaining permits for community events.
• Suggest updates or refinements to current operational procedures, over time, based on experience and observations in the role.
• With increased experience and knowledge of our programmatic activities, help community members with information and referrals to internal as well as external services, finding information, and preparing and helping to submit paperwork for programs.
• Participate in AAFSC meetings and trainings, as required, some of which may be off-site.
• Be able to work occasional evenings and weekends to support AAFSC programming and events.

Other duties and responsibilities:

• Participate in AAFSC meetings and internal and external trainings.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
• Perform other duties assigned by Supervisor and Assistant Executive Director.

Background and Position Requirements:

• Must be able to speak conversational Arabic.
• High school diploma or equivalent.
• Strong verbal and written communication skills in English.
• Able to travel between AAFSC locations across New York City, when needed.
• Excellent organizational, time-management, follow-up, and administrative skills with attention to detail. Comfort with effectively multi-tasking in a quick-paced environment.
• Previous office management, administrative or assistant experience.
• Knowledge of and experience with office management responsibilities, systems and procedures.
• Proficient in the suite of MS Office software products, especially Word, Excel and Outlook.
• Must be able to lift or carry items weighing on average 35 pounds on a regular basis.
• Self-starter with the ability to work independently, and as a part of a team, in a fast-paced deadline-driven environment.

Job contingent on pre-employment background check and fingerprint clearance. U.S. Work Authorization required.

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.