Operations Coordinator
International Refugee Assistance Project
Administration, Operations
New York, NY, USA
Posted on Wednesday, July 12, 2023
Opportunity
IRAP is hiring an Operations Coordinator to provide support to our US Offices. They will be responsible for overseeing the day-to-day operations of the NYC office, and will independently problem solve any issues that arise related to our offices.
Specifically, the role would serve as the primary staff member on site in our NYC office to organize mail, troubleshoot issues, and maintain our inventory and physical space. This role will also support the DC office remotely by ordering supplies and coordinating with the coworking space office staff to provide maintenance and troubleshoot issues. The Coordinator will design and host team events, including happy hours, staff lunches, and team building opportunities for all staff.
The Operations Coordinator will report to the Director of US Operations and Facilities. This role will work closely with the Chief Operating Officer, Organizational Culture team, and Technology Systems Manager.
Responsibilities
- Local Operations, Office Management, and Facilities (70%)
- Work with the Director of US Operations and Facilities to develop procedures for effective functioning of the New York and Washington DC offices.
- Manage existing vendor relationships, and at times, research new vendor options (including vendors for internet, security, food delivery, building access).
- Manage mail retrieval, scanning and distribution.
- Troubleshoot issues raised by staff related to the facilities of our New York office (i.e. printer isn’t working, we ran out of milk, it’s too cold).
- Provide reception to guests at our front door.
- Be the primary point of contact with building and security staff.
- Maintain inventory and purchasing of office supplies, pantry supplies, and maintaining spaces where the supplies are kept.
- Maintain day to day compliance, safety, efficiency, and management of the office in accordance with building rules.
- Maintain day to day compliance with IRAP’s health and safety protocols.
- Assist with office design, maintenance and upkeep.
- Assist with setting up new technology in the office, including docking stations, monitors, and peripheral computer technology.
- Design and host team events, including happy hours, staff lunches, and team building opportunities.
- Promote a friendly and collegial office environment.
- Coordinate and collaborate with office management staff at IRAP’s other offices as colleague and co-thinker
- Other duties as assigned.
- General Operational Support (30%)
- Provide administrative support to the COO and Operations leadership as needed
- Assist with agendas and take notes at operations meetings
- Manage scheduling and tech coordination for IRAP board meetings
- Organize and assemble the organization’s report to the board before each board meeting
- Provide administrative and back-up support for IRAP’s weekly internal newsletter “The Weekly Update”
- Provide event planning and coordination assistance for Operations and/or all-staff retreats
- Other duties as assigned
Qualifications
- Required
- At least one year of in person work experience (not remote). This includes, but is not limited to, office, retail or service industry work.
- Excellent organization skills.
- Ability to work independently and come up with creative, innovative solutions.
- Ability to use discretion and appropriate safeguards with confidential data.
- Customer service orientation that helps IRAP staff feel comfortable in the office.
- Fluency in oral and written English.
- Tech savvy and ability to quickly adapt to new systems.
- Ability to lift up to 20 pounds.
- Preferred
- Additional languages are a plus, particularly German or Arabic.
Location, Hours, and Duration
This position will work from our New York City office at least four days per week and is considered an essential public-facing staff role that is required to work from the office following city and state guidelines. The position is full-time (40 hours a week). The position will require occasional travel (1-2x per year) to IRAP’s Washington, DC office, and once per year travel to an off-site departmental and/or all-staff retreat.
Compensation
The annual salary for this non-exempt position will be $65,000 – $70,000 depending on years of experience, and is covered by a collective bargaining agreement.
How to apply
Please submit a cover letter, resume, and contact information for three references. Application materials should be submitted in English. Review of applications will start on April 24, and continue on a rolling basis until a hire is made.
Candidates will be contacted for first-round interviews after April 24, and those advancing to second-round interviews will be asked to complete a timed exercise.
IRAP believes that diversity is critical to fostering a strong workplace and serving our clients well. We strongly encourage applications from people with lived experiences in the communities that we serve, members of other marginalized communities, and individuals whose identities are underrepresented in the legal profession.