Operations Coordinator
International Rescue Committee
- Sacramento, CA
- $33.17-34.20 per hour
- Permanent
- Full-time
- Supervises the Operations Specialist position. Provides guidance on tasks, training, development and overall job expectation for the position. Completes job performance review.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Supports the Reception Desk at the Sacramento site by greeting visitors, answering phone calls when the Operations Specialist takes their breaks.
- Ensures IRC office policies are implemented appropriately.
- Assist with planning and coordinating office events and meetings.
- Supports onboarding new hires, including facilitating office orientation.
- Serve as the office's primary focal point for day-to-day S&S matters.
- Coordinate immediate incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.
- Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
- Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.
- Serve as the office's primary focal point for IT and communications infrastructure, hardware, and software matters.
- Educate staff about IT support resources, including appropriate channels for incident reporting.
- Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.
- Serve as primary point of contact for procurement and supply chain. Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
- Manage Inventory and Assets, prepare monthly reconciliation for Finance
- Manage and maintain digital and physical files.
- Manage vendor billing/invoices in coordination with Finance team.
- Coordinate fleet management in accordance with established protocols.
- Coordinate on- and off-site storage needs.
- Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
- Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
- Coordinates office moves and relocations.
- Support smooth functioning of office infrastructure including communications equipment and services.
- Manage reception area.
- Fill in for Operation Specialist during breaks and time off.
- Coordinate and refer walk-in clients to appropriate programs.
- Answer calls, manage general email account, and respond to walk-in inquiries.
- Other duties as assigned.
- Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
- Strong analytic problem-solving skills with attention to detail.
- Ability to troubleshoot basic IT issues.
- Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
- Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
- Ability to work both independently and in a dynamic, cross-functional global team structure.
- Highly proficient in Microsoft Office suite.
- Demonstrated ability to work effectively with stakeholders at all levels.
- Ability to manage and work through change in a proactive and positive manner.
- Ability to work some evenings and weekends as needed.