Operations Coordinator

Position Summary: The Operations Coordinator provides administrative and operational support to the collaborative and reports to the Director of Finance and Operations. The Coordinator is responsible for supporting the coordination of facilities and maintenance activities, vendors and services, event operations, purchasing activities, and special projects.The position helps ensure that operational needs are organized, scheduled, documented, and addressed in a timely manner. The Operations Coordinator works collaboratively with staff across departments and communicates regularly with vendors, contractors, and service providers. The role requires the ability to manage multiple priorities with a high degree of organization, professionalism, discretion, and follow-through.Qualifications Required: High school diploma or equivalent.Prior experience in administrative support, office operations, facilities coordination, project coordination, or a related role.Strong organizational skills and the ability to manage multiple assignments, priorities, and deadlines simultaneously.Strong written and verbal communication skills and the ability to interact professionally with staff, vendors, contractors, and other stakeholders.Working knowledge of Microsoft Excel and Word, Google Workspace, Adobe Acrobat, email, calendars, and other common office applications.Ability to learn and effectively use new systems, procedures, and technology.Strong attention to detail and ability to maintain accurate and organized records.Demonstrated reliability, discretion, sound judgment, and ability to handle confidential or sensitive information appropriately.Strong interpersonal skills and emotional intelligence.Ability to work independently, exercise initiative within assigned responsibilities, and recognize when matters require escalation.Ability to adapt to changing priorities and respond effectively to day-to-day operational needs.Ability to work on-site during the established work schedule.Qualifications Preferred: Associate degree or additional education in business administration, operations, facilities, public administration, or a related field.Experience in a school district, educational collaborative, municipal government, nonprofit organization, or other public-sector environment.Experience with facilities, vendors, purchasing, records management, or operational project coordination.Essential Functions and Responsibilities: Facilities and Operations CoordinationCoordinate routine building maintenance, repairs, inspections, and facility-related services under the direction of the Director of Finance and Operations.Receive and track facilities and operational requests and coordinate appropriate follow-up.Schedule vendors, contractors, service providers, inspections, preventative maintenance, and other operational services.Meet vendors and service providers on-site as needed and coordinate building access and communication with appropriate staff.Maintain an annual facilities and operations calendar, including recurring inspections, maintenance, service dates, renewals, and other operational deadlines.Maintain facilities, maintenance, and service records and monitor open items through completion.Provide limited administrative support for transportation and fleet activities, including vehicle documentation, service scheduling, surplus vehicle disposal, and preparation of information needed for district billing.Department and Event SupportCoordinate with departments to identify and support the operational and logistical needs of meetings, events, programs, and other organizational activities.Assist with facilities preparation, supplies, deliveries, vendor services, scheduling, and other event-related operational needs.Serve as a point of contact for routine operational requests and coordinate with the appropriate staff or service providers to address them.Purchasing and Vendor SupportPrepare and enter purchase requisitions and related purchasing documentation for operational needs.Assist with obtaining quotes and gathering required vendor and purchasing documentation.Communicate with vendors and suppliers regarding scheduling, services, deliveries, and routine administrative matters.Maintain organized vendor and purchasing records and follow up on outstanding purchases or services as needed.Records and Special ProjectsAssist with records organization, inventory, retention, archiving, and surplus disposal activities.Support operational improvement initiatives, inventories, process documentation, and other special projects assigned by the Director of Finance and Operations.Maintain project documentation and assist with coordinating tasks, information, and follow-up necessary to keep assigned projects moving forward.Provide general administrative and project support to the Director of Finance and Operations as assigned.Transportation and Fleet SupportProvide limited administrative support for transportation and fleet activities, including maintaining vehicle documentation and coordinating service scheduling.Assist with surplus vehicle and fleet disposal activities, including required documentation and coordination with vendors or other parties.Gather and organize transportation information and supporting documentation needed for district billing by Accounts Receivable.Assist with other transportation-related administrative and operational needs as assigned by the Director of Finance and Operations.Nonessential Functions: Occasional travel to Medway, MA collaborative locationsOther related duties as assignedCore CompetenciesOrganization and Follow-Through: Manages multiple priorities and deadlines while maintaining attention to detail and reliably completing assigned work.Communication and Collaboration: Communicates effectively and builds productive working relationships with staff, vendors, and other stakeholders.Judgment and Discretion: Exercises sound judgment, handles organizational information responsibly, and recognizes when issues require escalation.Initiative and Resourcefulness: Takes ownership of assigned responsibilities, identifies appropriate next steps, and works toward solutions within established authority.Emotional Intelligence: Demonstrates self-awareness, professionalism, flexibility, and the ability to work effectively with individuals across roles and departments.Adaptability: Responds effectively to changing priorities and unexpected operational needs.Work Schedule and ConditionsThis is an on-site, part-time position of approximately 32 hours per week.

Regular on-site presence is required due to the position's responsibility for facilities, vendors, services, events, and other operational activities.The position may require occasional travel between organizational locations or to vendors and service providers.Paid time off and other benefits, if applicable, are provided in accordance with organizational policies for part-time employees.Other DutiesThis job description describes the general nature and level of work performed and is not intended to be an exhaustive list of responsibilities. Duties may be adjusted based on the operational needs of the organization.Physical Demands and Work Environment: Physical Demands: While performing the duties of this job, the employee is occasionally required to walk, sit, use hands to type, handle or feel objects, reach with hands and arms, bend, walk up and down stairs, talk, hear, and see; occasionally lift up to 50Lbs; routinely use standard office equipment such as computers, copy machines, fax, phones, shredders and filing cabinets.Work Environment: This work is performed in a professional office environment.