What are the responsibilities and job description for the Operations Coordinator position at Althouse and Meade, Inc.?
The Operations Coordinator supports the day-to-day functioning of our organization by coordinating staff schedules, managing logistics for internal operations and special events, and partnering closely with People Operations (Human Resources), Project Coordinators, and Biology staff — including project managers, principals, and executives. This role ensures operational excellence, efficient communication across departments, and smooth execution of scheduling and staffing needs.
ESSENTIAL DUTIES
Operational Support & Coordination
- Coordinate and maintain staff schedules across teams to align capacity with project needs and timelines.
- Monitor project progress, assist with task coordination, and track key deliverables in partnership with Project Coordinators and Managers.
- Serve as a liaison between departments to facilitate communication, feedback, and resolution of operational challenges.
- Collaborate with leaders to identify opportunities for process improvements and increased efficiency.
People Operations / HR Support
- Assist People Operations with general HR duties, such as onboarding/offboarding support, maintaining records, and responding to routine employee inquiries.
- Coordinate with HR on staffing changes, internal communications, and compliance with policies and procedures.
- Support routine HR reporting and help maintain confidentiality and integrity of employee data.
Scheduling & Logistics
- Plan, organize, and schedule logistics for company-wide and team-specific events, meetings, trainings, and special functions.
- Work with cross-functional teams to ensure event requirements — including materials, space, resources, and communications — are met.
- Track RSVPs, assist with attendee communication, and evaluate post-event outcomes for continuous improvement.
- Support client engagement, recruiting activities, and marketing efforts via events, gifts, and experiences.
Administrative & Operational Tasks
- Draft, format, and maintain procedural documents, reports, and operational guides.
- Assist with administrative tasks including calendar management, record keeping, document preparation, and interdepartmental coordination.
- Ensure compliance with organizational standards and assist in maintaining workflow consistency across teams.
MINIMUM REQUIRED QUALIFICATIONS
Education
Bachelor’s degree preferred (Business Administration, Human Resources, Life Sciences, or related field), or equivalent professional experience.
Experience
3 years of experience in operations support, project coordination, human resources, or related administrative role is strongly preferred.
Knowledge
Exceptional organizational and time-management skills, with the ability to multitask and manage competing priorities. Proficiency with office productivity tools (e.g., Microsoft Office, Google Workspace) and experience with scheduling and project tracking tools.
Skills
Strong communication skills — both written and verbal — with the ability to interact professionally across all levels of the organization. Team-oriented mindset with a proactive, solution-focused approach to operational challenges.
Licenses/Certifications
Valid driver’s license.
WORKING ENVIRONMENT
This is a full-time, in-office position. Remote arrangements will not be considered.
Working Conditions
This position may require occasional flexibility in hours to support events, deadlines, or cross-functional collaboration.
This job description is not intended to be all inclusive all job duties and responsibilities. Althouse and Meade, Inc. reserves the right to revise this job description as it deems necessary. This job description does not constitute a written or implied contract of employment. Requirements are representative of minimum levels of knowledge, skills, and experience required.