Administrative Operations Coordinator

Description

Job Overview

The Administrative Operations Coordinator supports the effective day-to-day operation of SGA's facilities, vendors, and technology-related services across agency locations. The position coordinates facility and administrative needs, monitors work orders and vendor services, maintains operational records, supports health and safety activities, and assists with projects that improve the efficiency and functionality of SGA's work environments. This position works collaboratively with internal departments, landlords, vendors, and other external partners. The position requires strong organization, follow-through, communication, problem-solving, and the ability to manage multiple priorities. 

MAJOR DUTIES AND RESPONSIBILITIES

• Coordinate day-to-day facilities and administrative operations across SGA locations to ensure sites are safe, functional, organized, and adequately supplied. 
• Conduct and coordinate scheduled inspections of SGA facilities and maintain documentation of findings, corrective actions, and follow-up. 
• Coordinate facility repairs, maintenance requests, work orders, and other building-related needs with landlords, contractors, and vendors. 
• Monitor facility-related contracts and vendor services to ensure services are delivered as agreed, and issues are addressed timely. 
• Support the administration and monitoring of SGA's leases, including tracking renewal dates, required notices, insurance requirements, landlord communications, and other key obligations. 
• Coordinate agency security, building access, keys, alarms, and related systems in collaboration with appropriate internal staff. 
• Coordinate the day-to-day administration of IT-related vendor services, including communication, service requests, equipment needs and returns, and issue escalation. 
• Monitor office supplies and coordinate purchasing, distribution, and inventory management to support operational needs. 
• Support emergency preparedness, health and safety activities, and agency emergency management procedures in coordination with leadership and Human Resources. 
• Coordinate information gathering to identify potential facilities, costs, operational requirements, space, equipment, and operational needs associated with program changes or growth. 
• Maintain operational trackers, schedules, calendars, and reports that provide visibility into facility and administrative projects, deadlines, outstanding issues, and resolutions. 
• Support the development and monitoring of operational budgets, including tracking expenditures and recurring facility-related costs. 
• Draft and manage the Requests for Proposals (RFP) process to secure qualified vendors and optimize operational workflows.
• Evaluate equipment purchasing, contracts and usage to eliminate redundancies, optimize resources,  and reduce costs.
• Perform other duties as assigned.

Requirements

 Key Competencies 

Organization and Follow-Through

Communication and Customer Service

Adaptability & Continuous Improvement

Facilities and Operational Coordinator

REQUIREMENTS

Education:  
Bachelor's degree in business administration, public administration, facilities management, operations management, or a related field; or an equivalent combination of education and relevant professional experience.

Experience: 

• Three to five years of progressively responsible experience in facilities, administrative operations, office management, property management, nonprofit operations, or a related field. 
• Experience working with building management, landlords, contractors, or facilities-related vendors. 
• Working knowledge of commercial leases, facility operations, or property management practices. 
• Experience managing competing priorities and working effectively with individuals at different levels of an organization. 
• Experience with purchasing, budgeting, expense tracking, contracts, or vendor management preferred. 
• Experience working in a nonprofit, human services, healthcare, education, or similarly service-oriented organization preferred. 

Other: 

• Working knowledge of VOIP, telecommunications, and common workplace technology systems; 
• Ability to work independently while keeping the Senior Director of Operations informed of significant issues and developments. 
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive organizational information. 
• Ability to work effectively with staff at all levels of the organization.

CONDITIONS OF EMPLOYMENT

• Ability to work varying hours Monday - Friday; schedule may include some evenings and weekends. 
• Proficiency with  Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint;  familiarity with Google Workspace and Adobe products preferred. 
• Ability to travel between SGA locations as required.

PHYSICAL REQUIREMENTS 

• Ability to work at a computer and remain stationary for extended periods. 
• Ability to move throughout office and program locations to conduct inspections, assess operational needs, access equipment and supplies, and coordinate facilities activities.
• Occasionally ascends/descends stairs.
• At times, it may be required to lift up to 25 lbs. for various needs.