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About the Role

The Operations Coordinator provides administrative and operational support to the Maintenance Department, ensuring efficient management of facility maintenance activities. This role is central to coordinating documentation, vendor communications, scheduling, compliance, inspections, and training records, supporting preventative maintenance and operational reporting to align with agency goals.

Responsibilities

• Develops, implements, and improves operational processes, workflows, and tracking systems.
• Coordinates communication with vendors, contractors, and service providers.
• Obtains, organizes, and tracks vendor quotes, proposals, and documentation.
• Assists with scheduling maintenance activities, preventative maintenance tasks, contractor visits, and facility projects.
• Coordinates operational requests across departments and serves as a liaison.
• Maintains maintenance calendars and ensures timely completion of recurring inspections.
• Develops and maintains project trackers, dashboards, action item logs, and status reports.
• Maintains accurate records of work orders, maintenance activities, vendor contracts, and departmental documentation.
• Coordinates with HR to track maintenance-specific employee training requirements, certifications, licenses, and compliance deadlines.
• Assists in preparing reports, spreadsheets, budgets, and other administrative documents.
• Serves as the primary operational support to the Vice President by managing requests, monitoring priorities, and coordinating follow-up.
• Supports inventory tracking and procurement processes for maintenance supplies and equipment.
• Coordinates day-to-day vehicle fleet operations, including scheduling maintenance, tracking utilization, and ensuring compliance.
• Monitors outstanding action items, follows up with staff and vendors, and escalates delays.
• Serves on agency committees as requested.
• Carries out additional duties essential to the above-stated responsibilities.
• Integrates Trauma-Informed Care principles in all duties and interactions.
• Maintains compliance with all required rules and regulations.
• Regular attendance at work location.
• Other duties may be assigned.

Requirements

• Associate’s degree in Business Administration, Operations Management, Project Management, Facilities Management, or related field, or an equivalent combination of education and experience.
• Prior administrative, clerical, or related experience preferred.
• Proficient computer and office technology skills, specifically related to Microsoft Office programs.
• Qualifications may vary based on assigned duties, program needs, and specific responsibilities.
• Valid NYS Driver’s License and reliable automobile.

Education Level

• Associate’s degree in Business Administration, Operations Management, Project Management, Facilities Management, or related field, or an equivalent combination of education and progressively responsible operational experience.

Equal Opportunity

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