Operations Coordinator

Job Description

Job Description

Supervisor: Senior Director of Operations

Team: Operations

Department: Operations

Collaborates With: Operations department teams, Executive Office Staff, Facility Resource Directors

Position Type: Full time, Non-Exempt

General Description

This full-time position will be responsible for maintaining effective operation of Executive Office and Memorial Headquarters facilities and property, provide operational support to both the Housing and Facilities and Information Technology Teams.

DUTIES PERFORMED

Executive Office/Memorial Headquarters

• Works closely with the Senior Director of Operations to oversee the day-to-day management of facility operations, including coordinating with the cleaning company
• Works closely with the Senior Director of Operations to oversee long-term Executive Office and Memorial Headquarters facility and property maintenance plan, as well as the annual budget
• Research and receives estimates for monthly services to maintain properties, grounds, and large capital budget purchases
• Manages the monthly purchase of facility specific goods or services based on knowledge of items necessary
• Arranges for maintenance and repair services as needed, follows progress of services performed to ensure timely and satisfactory completion, and makes sure all service contracts are renewed when due
• Approves invoices for payment when items are received
• Make sure outside lighting, security systems, and fire systems are tested and operational
• Works with the Executive Director and Senior Director of Operations on building renovations, repairs, additions, and master landscape plan
• Monitors the facilities email and coordinates all requests
• Coordinator for all visitors, overnight, and meeting requests at Memorial Headquarters and Executive Office
• Serves as backup to the mailroom
• Provides general support to the Operations department as directed by the Senior Director of Operations

Housing and Facilities

• Maintains House Corporation files, directories, and status reports
• Submits communication requests for external Housing mailings
• Collects and records House Corporation data and update Property Pi Portal when applicable
• Monitors housing website for House Director applications and distributes to Facilities Resource Directors
• Relays US Census or State filing information requests received
• Documents International House Corporation and ADPi Properties processes and creates guidance materials for processes
• Re-brands/updates internal & external documents and resources
• Compiles and collects industry data as requested
• Coordinates city and state inspections and ensure execution for inspections is successful for International House Corporation facilities and facilities participating in the Properties Services program to maintain compliance for multi-dwelling units associated with Alpha Delta Pi
• Supports protocol for monitoring all house corporations with respect to compliance with required filings with the Secretary of State, federal tax filings, annual minutes, and proper insurance coverage
• Supports the housing team as needed

Information Technology

• Assists with monitoring I.T. tickets for basic requests (i.e. password reset)
• Support the I.T. team as needed

suggested BACKGROUND AND EXPERIENCE

• Facility or property management experience
• Budgeting experience
• Excellent customer service and professionalism, as well as communication, organizational, and problem-solving skills
• Knowledge of Alpha Delta Pi, preferred, but not required
• Strong analytical skills, oral and written communication skills, sound judgment, and decision-making ability
• Ability to maintain confidentiality
• Ability to work under pressure
• Project management skills
• Willingness to meet and work with vendors, contractors, etc. May require local travel for vendor meetings and to purchase supplies.
• Must pass background check

Expectations and Competencies

Our Culture Principles guide how we work together every day to fulfill Alpha Delta Pi’s mission. We expect every team member to embody these principles, supporting one another and contributing to our shared goals.

• Responsibility and Ownership: Takes initiative, works independently, and follows through on commitments. Maintains confidentiality and demonstrates accountability in daily work.

• Courage and Confidence: Brings a positive, solution-oriented mindset. Navigates change with resilience, responds to feedback openly, and makes confident, values-based decisions.

• Gratitude and Fun: Models optimism and appreciation in daily interactions. Celebrates accomplishments and helps create an energizing team environment.

• Humility: Seeks input, listens actively, and prioritizes collaboration. Acknowledges growth areas and takes action to improve.

• Integrity: Aligns words and actions with Alpha Delta Pi’s mission and values. Upholds ethical standards and maintains professionalism in all relationships.

• Connection: Builds respectful, inclusive relationships with staff, volunteers, and partners. Promotes a sense of pride and belonging in Alpha Delta Pi.

• Excellence: Manages responsibilities with organization and attention to detail. Maintains high standards of efficiency, conduct, and ongoing professional growth.

Travel

• Occasional travel to Alpha Delta Pi conferences and relevant workshops meetings sponsored by NPC/NIC, and events sponsored by industry associations and organizations.

Employment Location

This position is based at Alpha Delta Pi’s Executive Office in Atlanta, GA. Remote employment will not be considered.