Business Operations Coordinator

Job Description

Job Description

BENEFITS:  

• Health, dental, vision and more, with an employer contribution 

• 3 weeks paid time off + 10 paid holidays
• Annual pet care allowance

• 403(b) with employer match
• Furry coworkers
• 30-day paid sabbatical after 4 years

• Check out our full list of benefits and perks  HERE  

Non-Exempt role - Starting Wage: $25.00-$28.00/hour

POSITION SUMMARY : 

The Business Operations Coordinator serves as a central resource for coordinating the day-to-day operations that keep Seattle Humane running smoothly. Working closely with the Business Operations team and organizational leadership, this position helps ensure projects, initiatives, and operational activities are organized, on track, and executed successfully.

This role provides administrative, operational, and project coordination by facilitating logistics, maintaining business systems, supporting technology administration, coordinating meetings and events, and ensuring consistent follow-through on priorities and deadlines. Through strong organization, proactive communication, and a solutions-oriented mindset, the Business Operations Coordinator creates capacity for leadership to focus on strategic priorities while strengthening the systems that support the organization.

At Seattle Humane, operations create the foundation for impactful programs and support services. By creating structure, improving processes, enabling teams, and keeping work moving forward, the Business Operations Coordinator plays an important behind-the-scenes role in advancing our mission of creating a kinder world for pets and their people.

KEY OR ESSENTIAL FUNCTIONS:

Operational Coordination & Administrative Support

• Coordinate office operations, administrative processes, and day-to-day business activities.
• Manage office supply inventory and ordering.
• Coordinate mailings, shipping, and volunteer mail preparation.
• Process purchase orders, invoices, and assist with expense and PO reporting.
• Maintain operational records, templates, documentation, and shared filing systems.
• Coordinate vendor scheduling, paperwork, renewals, and routine follow-up.
• Support facilities, technology, and operational logistics as assigned.

Technology & Onboarding Support

• Coordinate IT ticket submission, tracking, and follow-up with the external IT managed service provider.
• Support employee technology onboarding and offboarding, including equipment setup, system access requests, technology logistics, and new hire setup.
• Maintain technology inventories, records, and supporting documentation.

Project & Initiative Coordination

• Assist with implementation of organization-wide initiatives and process improvement efforts.
• Maintain project plans, trackers, timelines, status reports, and supporting documentation.
• Monitor project milestones and follow up with departments regarding deadlines, deliverables, and action items.
• Coordinate smaller operational projects and assignments.

Meeting & Leadership Support

• Coordinate logistics for meetings, trainings, and all-staff events, including scheduling, room reservations, catering, materials, and technology needs.
• Record meeting notes and maintain action item tracking.
• Coordinate follow-up activities resulting from organizational initiatives and meetings.

Documentation, Reporting & Communications

• Maintain organizational files, procedures, templates, shared resources, and document filing systems.
• Support maintenance of policies, SOPs, version control, and document updates.
• Manage distribution lists.
• Assist with internal communications, announcements, and message distribution.
• Support data collection, data entry, and reporting activities in partnership with the Business Intelligence Analyst.

Employee Engagement & Organizational Culture

• Coordinate employee recognition, appreciation, and gift purchasing and distribution in partnership with Human Resources.
• Support employee engagement activities, staff events, celebrations, and organizational gatherings.

Continuous Improvement

• Identify and recommend improvements that increase administrative, operational, and organizational efficiency.
• Participate in special projects and cross-departmental initiatives that support organizational goals.
• Perform other duties as assigned.

COMMUNICATIONS/INTERPERSONAL CONTACT:

• Daily communication with staff, volunteers, vendors, and external service providers.
• Frequent interaction with organizational leadership, department representatives, cross-functional teams, community partners, donors, and other stakeholders to coordinate projects, meetings, operational activities, and organizational initiatives.
• Provide professional, responsive, and customer-focused support to internal and external audiences.
• Facilitate information sharing, follow-up, and coordination between departments to support organizational priorities.
• Maintain positive working relationships with individuals at all levels of the organization while exercising discretion and professionalism when handling sensitive information.

COMPLEXITY:

The Business Operations Coordinator performs a wide variety of administrative, operational, and project coordination responsibilities supporting day-to-day business operations. The role manages multiple concurrent priorities across departments while ensuring timely completion of assigned work and deliverables.

Strong organizational skills, initiative, attention to detail, and sound judgment are essential to effectively prioritize competing requests while maintaining a high level of accuracy and customer service.

The position operates with moderate independence while collaborating closely with the Business Operations Manager, Business Operations Director, leadership team, staff, volunteers, vendors, and external partners.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrates strong organizational skills with exceptional attention to detail.
• Ability to coordinate multiple projects, workflows, deadlines, and competing priorities while ensuring timely follow-through.
• Strong written and verbal communication skills with the ability to effectively communicate across a variety of audiences.
• Ability to build and maintain positive working relationships with individuals at all levels of the organization.
• Demonstrates initiative, anticipation, adaptability, and a proactive, solutions-oriented approach to problem-solving.
• Exercises sound judgment and discretion when handling confidential or sensitive information.
• Skilled in maintaining documentation, records, and reporting processes with accuracy and consistency.
• Experience supporting administrative operations, project coordination, or business operations functions in a professional environment.
• Proficient in Microsoft Office Suite, Microsoft Teams, SharePoint, and other business productivity tools, with the ability to quickly learn new organizational systems and technology platforms.
• Strong time management skills with the ability to work independently and collaboratively in a fast-paced environment.
• Demonstrates professionalism, reliability, flexibility, and commitment to organizational values:
  • Collaboration
  • Compassion
  • Accessibility
  • Adaptability
  • Respect

EDUCATION AND EXPERIENCE:

• High school diploma or GED
  
• Minimum of three years of professional experience in business operations, project coordination or administrative support, or a related field.
• Familiarity with IT systems, service ticketing workflows, or basic technical support coordination preferred.
• Experience working in a nonprofit or mission-driven organization preferred.

LOCATION:

The position works in a hybrid capacity, with at least 3 days in person at the Bellevue, WA campus

EQUAL OPPORTUNITY

As an equal opportunity employer, Seattle Humane is committed to providing employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status or any other basis prohibited by applicable law.