Operations Coordinator_

Brooklyn

Overview

The Operations Support Coordinator reports to the VP, Real Estate and Infrastructure and is responsible for planning, coordinating, managing, coordinating, and supervising on the ground support for Rising Ground programs and services as it relates to technology, facilities, fleet, purchasing or any other function that enables programs to most effectively deliver support and services to persons served.

Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Be the first line to manage and assist with technology, facilities, fleet, purchasing projects and ongoing operations at their assigned locations within their borough

2. Complete site, vehicle or related inspections, develop relationships, educate and guide program staff on best practices

3. Document and take detailed notes during meetings and write reports on observations and collaborations with program staff and/or hired consultants and vendors

4. Coordinate with and develop productive relationships with vendors, consultants, contractors and any other outside entity with which Rising Ground does business; maintain detailed notes, project management reports, as needed, for your assigned program locations

5. Demonstrate excellence in customer service delivery and prioritize thorough, timely and pleasant communication via electronic platforms (email, chat or other tools) at all times

6. All special projects as assigned by VP, Real Estate and Infrastructure and other Operations and Administrative leaders

Operations Coordination and Support

· Perform inspections of agency programs to ensure program facilities are in safe good condition. Serve as first point of contact for Program Staff reporting facilities deficiencies or repair needs; Document/Track all repair deficiencies using Work Management Tracking System

· Liase with and communicate with program staff about technology needs, challenges and required upgrades. Lend support and make oneself available to program leaders and front-line staff to assist with basic technology challenges and report any more complex needs back to MIS team for escalated support; assist with technology upgrade projects or document needs with program leaders.

· Assist and liaise with fleet team to coordinate agency vehicle issues and driver management; participate and train program leaders and staff on driving best practices, policies, vehicular management and fleet protocols

· Lend support to purchasing team to assist in processing purchases, coordinating details for complex acquisition needs, and assist in improving and populating agency wide asset management platform to build better compliance on asset lifecycle

· Assist with coordination on and as needed, be assigned to do rounds for the Interoffice Delivery route

· Participate as member of Safety, Security and Emergency Preparedness Committee, including but not limited to assisting in coordination with planning efforts, implementation of new systems, conducting drills and exercises and guiding/teaching staff best practices to better manage unforeseen incidents or emergencies; obtain necessary certifications to conduct drills or operate life safety equipment

· Signage, Branding or Swag Inventory

· Coordinates work with maintenance and custodial staff; contractors and skilled trades, placing service calls as needed.

· Perform occasional light/maintenance responsibilities, including but not limited to assisting with moving boxes or other large items, as needed

· Reconcile invoices or expense reconciliation for vendors and/or suppliers

· Schedules and ensures completion of preventive maintenance

· Makes court appearances on traffic and environmental control board infractions

· Assist in maintaining organizational key/access systems (facility, vehicle key systems, etc.) and developing/improving systems for tracking issuance of assets and/or access to systems and buildings

· Manage important compliance documentation in Facility Compliance folders and other web-based tracking repositories; scan and distribute important compliance documentation to Program staff, including fire safety inspections, certificates, vehicle documentation

· Manages and demonstrates comfort operating within software or web-based tools for facilities work management, expense/PO platforms, asset management systems and other internal or external web-based tools required for our work

Administrative Duties (as needed)

· Serve as first point of contact at various Rising Ground reception areas; provide excellent customer service and exhibit professional/compassionate conduct representing Rising Ground mission and values

· Answer incoming calls and direct inquiries to appropriate staff/departments

· Conduct office open/close procedures to ensure sites are accessible during business hours and secured during overnight hours

· Maintain relief schedules and arrange for substitutions in times of emergency, vacation or illness

· Manages paper, hospitality, office supply and cleaning supply inventory for all Departments within hub sites or program locations

· Maintain the reception and various common office areas

· Maintain and update staff phone/email directories and seat assignments

· Receives, catalogs and distributes incoming shipments to receivers.

· Manage conference room booking and provide support by ensuring staff have access to online booking system, troubleshoot conflicts, and coordinate provision of any additional

support services for specialized meetings (chair setup, furniture delivery, custodial services, audio-visual requirements); Order food, setup equipment and provide/deliver supplies as needed for specialized meetings

Qualifications

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

· Strong organizational skills, advanced written and verbal communication skills

· Strong computer skills (ie.MS Word, Excel, Outlook) and the ability to learn new programs

· Strong customer service orientation; demonstrates compassion and understanding towards program staff and other stakeholders, even under frustrating and/or challenging circumstances

· Excellent multi-tasking and time management skills; prioritizes and plans work activities, uses time efficiently and develops realistic action plans.

· Strong presentation skills and professional acumen

· Excellent team player with the ability to work independently

· Quality control - demonstrates accuracy and thoroughness and monitors own work to ensure quality.

· Safety - actively promotes and personally observes safety and security procedures and uses equipment and materials properly.

· Problem solving - identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

· Interpersonal Skills - maintains confidentiality, remains open to the ideas of others and exhibits willingness to try new things.

· Adaptability - adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

Supervisory Responsibility

No supervisory responsibilities

Work Environment

While performing the duties of this job, the employee regularly works in an office setting, but can also be required to travel throughout organization sites.

Physical Demands

Ability to carry up to 10 or 15 pounds

Position Type/Expected Hours of Work

This is a full-time position, 35 hours per week. Monday through Friday, hours 9:00am-5:00pm with some variation as needed

Travel

Will be required to travel between Rising Ground sites and offices as necessary

Required Education and Experience

1. High School Diploma or equivalent is required

2. The applicant must have a minimum of 3 years relevant experience

3. Valid NYS Driver’s License

4. General vehicle maintenance experience

5. Must be proficient in Microsoft Office Suite, emails and calendaring

Preferred Education and Experience

1. A bachelor’s degree is preferred

Additional Eligibility Qualifications

N/A

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job LocationsUS-NY-Brooklyn

Posted Date7 months ago(12/6/2023 12:41 PM)

Job ID 2023-2692

# of Openings 1

Category Administrative