Operations Coordinator

PURPOSE OF POSITION

For over 50 years, Covenant House New York (CHNY) has been a leader in providing a full continuum of shelter, transitional and permanent housing and wrap-around support services for vulnerable homeless, runaway and exploited youth. As the largest provider of runaway and homeless youth services in New York City, CHNY serves more than 1,500 youth and young adults ages 16-24 annually. Our doors are open to all young people who need help, regardless of their race, religion, sexual orientation, gender identity or expression. We provide shelter, housing, education, employment, health, mental health and other services using harm reduction and trauma-informed principles. We also advocate for systemic change through public policy while promoting awareness of critical issues related to youth homelessness. Covenant House New York’s goal is to help each young person find safety and refuge from the dangers of living on the streets and to empower youth now and into the future. We do this through compassion, unconditional love, and absolute respect. Under the direction of the Director of Facilities with a dotted reported line to the Director of Public Safety, the Operations Coordinator provides crucial administrative support to the day-today operations of the Covenant House New York (CHNY) facilities and public safety teams. This position will oversee all administrative functions of facilities management, facilities emergency response and follow up, insurance claims, compliance requirements, staffing schedules, and bill/payment submissions for all six CHNY locations. This position allows for hybrid reporting with a minimum of four in-office days. Travel across CHNY Manhattan and Bronx locations is required.

DUTIES AND RESPONSIBILITIES

(Responsibilities to include but not limited to the following)

• Manage and track preventive maintenance activity at all sites, including ensuring regular services are scheduled and provided (e.g., painting, upholstery cleaning, etc.)
• Assist the Facilities and Public Safety leadership with prioritizing, reviewing, and resolving all daily work order requests in and out of WorxHub 
• Manage all administrative aspects of facilities-related emergency response, including but not limited to floods/leaks, mechanical failures, and insurance claims
• Monitor building violations through BCompliant, update related compliance tracking sheets, and process payments associated with penalties/fines 
• Proactively manage submission of any bills and documentation from each agency department (e.g., W9, delivery receipts, invoices, coding forms) Manage all purchases on behalf of the Facilities department and with respect to all facilities-related needs at all sites, utilizing CHNY’s electronic purchasing systems.
• Order office supplies for the executive team, printer supplies for all six locations, and other items as needed and upon request
• Communicate with vendors for all CHNY facilities in regard to inspections, audit/compliance prep and follow-up, work orders, purchases, and any needed follow up
• Ensure all rooms, offices and other areas are properly labeled and updated
• Manage the hoteling calendars across all relevant locations
• With approval, interface with property landlords and other managing agents to solve, prevent, and cost-effectively maintain CHNY locations in safe, legal condition
• Act as a liaison between the Facilities Department and all other agency departments to ensure sufficient facilities support is always provided
• Conduct walk-throughs at all sites, as needed, to recommend, track, and monitor maintenance, improvements, and repairs
• Manage the creation of outgoing shipping labels and USPS postage
• Keeps up to date the fire response organization information
• Working with team leaders, managers, and department heads to learn departmental needs and goals
• Assist with inventory monitoring and tracking across the six locations
• Make deposits into agency’s lockbox
• Process PEX/Tallie reports for facilities and public safety leadership
• Ensure the community pantry of snacks is always well stocked
• Supports the tasks of the 41st Street Receptionist in their absence
• Perform other duties as assigned or needed

Qualifications

KNOWLEDGE, SKILLS, & ABILITIES

Education & Experience

• High School diploma or equivalency required. BA from an accredited college or university preferred
• 3-5 years of related experience in project management, communications, operations, or related fields

Knowledge/Skills

• Excellent organizational and communication skills, with the ability to manage multiple tasks and meet deadlines
• Demonstrated ability to maintain complete and accurate data, with keen attention to detail
• Excellent interpersonal and communication skills
• Exceptional technology skills with high competency level in Microsoft Office/Google Suite applications; experience in Bill.com, Tallie.com, and Smartsheets preferred
• Ability to adapt well to change in direction and priority in a fast-paced and deadline
• oriented environment
• Some travel within the community may be required
• Flexible schedule to meet program goals required

Annual salary $45k - $51,480.K

The schedule is hybrid 9 am - 5:00 pm

Compensation

Covenant House New York offers a rich package of benefits including but not limited to full medical, vision, dental, life and short and long-term disability insurance and other fringe benefits. Eligibility for medical benefits begins on the date of hire. PTO includes 3 weeks of vacation in the first year, 10 holidays, 13 sick days, 5 personal days and birthday days off. Benefits include a 403b with employer contribution after 12 months. There are also multiple additional optional benefits (including additional life, disability, accident and cancer insurance) available at significantly reduced rates. "CH is a vaccinated employer. As such, prospective new hires will be required to provide proof of vaccination or be willing to receive the COVID-19 vaccination by the date of hire to be considered." 

Covenant House New York is an Equal Opportunity Employer