Operations Coordinator

Description

Job Title: Operations Coordinator

Department: Facilities/Operations

Reports To: Chief Operations Management Officer

FLSA Status: Non-Exempt

Location: Colver Avenue (Onsite)

SUMMARY

The Operations Coordinator provides advanced administrative, organizational, and operational support to ensure the smooth functioning of Deposit Operations, Loan Servicing, and Facilities. This role strengthens departmental efficiency by managing documentation, coordinating workflows, supporting compliance activities, and overseeing vendor and facilities-related processes. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Coordinate daily activities within Deposit Operations, Loan Servicing, and Facilities to maintain efficient workflows and ensure adherence to established procedures.
• Serve as the primary point of contact for operational inquiries from staff, providing guidance on processes, forms, documentation, and departmental protocols.
• Maintain departmental calendars, monitoring recurring tasks, compliance deadlines, maintenance schedules, and other time-sensitive operational activities.
• Performs general administrative duties, including scheduling, record-keeping, and managing correspondence. 
• Maintain and update operational policies, procedures, and forms, ensuring accuracy, version control, and timely distribution.
• Assist with internal and external audits by organizing documentation, gathering supporting materials, tracking findings, and supporting follow-up activities.
• Conduct routine reviews of administrative and operational processes to identify opportunities for improved consistency, accuracy, and efficiency.
• Coordinate internal tasks related to operational changes, including documentation updates, communication support, and scheduling needs.
• Track status of Operations and Facilities specific initiatives and provide updates to management on follow-up items assigned within the department.
• Prepare operational reports, summaries, and metrics for management review, ensuring accuracy and clarity.
• Assist with monitoring departmental metrics, operational logs, and activity tracking tools.
• Support invoice processing, expense tracking, and administrative elements of departmental budget management.
• Coordinate facilities service requests and work orders, ensuring timely follow-up, resolution, and documentation.
• Monitor and manage inventories for supplies, paper, equipment, and facility materials across departments; submit purchase orders and track deliveries.
• Support departmental mail workflows by managing incoming and outgoing mail, including sorting, distribution, and preparing shipments through UPS/FedEx and other delivery services.
• Provides administrative and logistical support to Facilities by coordinating schedules, access, communication, and internal notifications for facilities-related activities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

EDUCATION and/or EXPERIENCE 

• 3-5 years’ experience in an administrative, operational, or coordination experience, preferably within the financial services, or other regulated environment
• Excellent time management skills, including the ability to meet deadlines in fast-paced, environment. 
• Excellent problem solving, decision making and multi-tasking skills. 
• Excellent communication (written and verbal) and interpersonal skills. 
• Proficiency in standard office software, such as Microsoft Office Suite. 
• Ability to handle multiple tasks and prioritize effectively. 
• Keen attention to detail and accuracy.
• Ability to work independently, anticipate needs, and take initiative with minimal direction.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.