Operations Coordinator

 

OVERALL SUMMARY

The Operations Coordinator is responsible for managing daily general operation and facility matters, provide administrative program support to all teams throughout at Safe and Sound. This position assigns duties to and maintains the front desk schedule for the operations and program support team. The Operations Coordinator will supervise 1 or 3 Operations and Program Support Assistants. 

 

ESSENTIAL FUNCTIONS 

 

Facility Management 

● Monitor and manage facility requests from staff, clients, and partners. 

● Work cooperatively with the vendors to repair, replace and service all facility needs. 

● Create and manage all vendor RFP processes and service contracts. 

● Manage unbudgeted maintenance, repairs and replacements. 

● Supervise and record all routine maintenance, repairs and replacements. 

● Be available for after hour emergency responses. 

● Develop a system to receive, manage and address facility-related concerns. 

● Will be working collaboratively with the Operations Coordinator to provide on-hand assistance and coverage at the specified location when necessary. 

Office Management 

● Form and maintain effective relationships with staff, clients and partners. 

● Establish systems and coordinate paperwork and supplies to meet program needs. 

● Ensure appropriate record keeping and the ability to easily share and retrieve information in both paper and digital formats. 

● Monitor various systems to manage room reservations, visitor management and expense reports. 

● Manage the organization’s system to monitor and update all policies and procedures. 

● Sort and distribute incoming mail and provide support for outgoing mail. 

● Provide support in reviewing, logging donations received by the Prevention Center and make weekly bank deposits. 

● Research, manage, organize and/or provide support on administrative short- term projects as requested. 

● Perform data entry for various programs and services offered from the organization. 

● Coordinate staff and partner breakfasts, lunches and other events as needed. 

● Develop and maintain systems for staff assigned to share responsibility in maintaining order and cleanliness of the kitchen, counseling rooms and conference room facilities. 

● Supervise administrative staff regarding specific administrative projects to ensure deliverables and alignment with organizational priorities. 

● Maintain COT calendar to reflect site specific OPSA shifts, program support events and any planned deliveries, repairs or maintenance onsite. 

Program Support 

● Form positive relationships with staff while providing appropriate levels of administrative program support. 

● Childcare, answering parents’ questions, supporting on and off site partners to provide high quality services to children and families. 

● Maintain a clean and safe environment. 

● Answer multi-line telephone and route calls to appropriate staff. 

 

● Greet clients arriving for appointments with a warm, welcoming, accepting tone. 

● Manage the appearance of client areas by setting up the waiting area and interview rooms, stocking program supplies, fliers and bulletin boards, including updating flyers and other informational material as needed. 

● Attend program specific team meetings no less than once a month and as requested by the Associate Director. 

● Manage other daily operations and procedures that support the overall operations of the organization’s programs. 

● Compile and assign operations requests received through staff emails, calls or in-person asks to balance team workflow and ensure follow up on task outcomes and next steps. 

Data entry 

● Provide basic support to users of Safe and Sound’s ETO system. 

● Coordinate data entry workflow for Operations Team. 

● Act as the primary custodian of electronic client record by ensuring data and notes are entered appropriately and merging duplicate client records where they exist. 

Undertake other duties as assigned. 

ESSENTIAL QUALIFICATIONS 

● Minimum of 2 years front office experience in a social service, mental health, or medical office that works directly with children and families. 

● Solid verbal, written, and interpersonal skills. 

● Must be able to communicate well at all levels of the organization. 

● Excellent organization skills and have the ability to multitask and juggle multiple priorities. 

● Meticulous attention to detail. 

● Be able to work collaboratively in a culturally diverse environment. 

● Must possess a high level of confidentiality. 

● Proficiency with Microsoft Office applications (Word, Excel, Access and PowerPoint) as well as Google (Calendar, Drive, Mail) 

● Punctuality, flexibility and reliability are imperative. 

PREFERRED QUALIFICATIONS 

● Previous experience supervising administrative staff in a non-profit environment strongly preferred. 

● Multi-lingual skills (Spanish and/or Cantonese) preferred. 

POSITION SPECIFICATIONS 

● Full Time 

● Exempt 

● May be based at 1757 Waller St. or 3450 3rd St. offices as needed 

● Position will be reference-checked and fingerprinted 

 

PHYSICAL REQUIREMENTS 

● Typical Working Conditions: Standard office as well as occasional work 

in playroom as needed. 

● Equipment Used: Computer, phone, fax, copier. 

● Essential Physical Tasks: 

● Occasional travel between our locations in the upper Haight and Bayview Hunter’s Point area of San Francisco as well possibly to other locations. 

● Must be able to lift/push/pull 20-30 pounds unassisted.