The Operations Coordinator will provide a full range of administrative and/or program support to a business unit or program. This position is responsible for the day-to-day facilities administration/maintenance and reception duties at the California field office of The Nature Conservancy, located in San Francisco.
The Operations Coordinator will spend a majority of their day at the front reception area to provide a welcoming environment to guests and staff, and maintain a secure presence in the main lobby/entrance of our downtown San Francisco office. They will answer the main phone line, help manage seating capacity (via desk and room reservation systems), facilitate kitchen upkeep, coordinate facility management requests for general maintenance/repairs, assist with catering and meeting requests, perform mailroom operations, order/stock office and kitchen supplies, maintain the appearance of office common areas and conference rooms, and other general office duties. They will provide some facilities systems training/onboarding and perform light financial responsibilities (cash receipting, accounts payable processing, and grants administrative preparation). They may handle inquiries about program activities and assist in the development of program materials and correspondence. This position includes frequent interaction with all members of the California Operating Unit as well as donors, vendors and business relations.
RESPONSIBILITIES & SCOPE
- Does not sup¬¬ervise any staff, but may help plan and direct the work of volunteers or interns;
- Prioritize tasks in the absence of specific instructions and make day-to-day decisions within the scope of work assignments; duties are performed according to instructions or established practices and supervisor will resolve any problems or questions;
- Maintain limited financial responsibility, which may include processing invoices, preparing accounting forms, purchasing, or creating travel expense reports;
- May serve as a team member for assigned projects;
- Work overtime as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience managing diverse activities to meet deadlines;
- Experience providing administrative support, including some or all of the following: phones/customer service, mail distribution, equipment maintenance, coordinating travel arrangements and meetings, or organizing files;
- Experience working and communicating with a wide range of people; and
- Experience writing, editing, and proofreading written materials.
DESIRED QUALIFICATIONS
- Flexibility and adaptability to changing situations, while maintaining a customer service focus.
- Experience in managing the upkeep and light maintenance of office amenities/facilities.
- Experience using MS office, Word, Excel and Outlook; and navigating the Internet.
- Performing basic research and pricing to inform procurement decisions
- Experience completing multiple and varied assignments in a timely manner or under deadlines, tracking progress and follow-up
- Ability to analyze available information for the purpose of preparing reports and solving problems;
- Database skills;
- Familiarity with standard business communications
- Excellent customer service skills and focus; and/or
- Strong organizational skills, attention to detail, and ability to maintain a high level of accuracy
- Experience with Salesforce, SharePoint, Concur, Deltek and PeopleSoft desirable.
- Light IT and A/V troubleshooting skills
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.