Operations Coordinator

Job Summary

The Operations Coordinator ensures the smooth and efficient functioning of the day-to-day business processes and flow at Family Promise of Gallatin Valley, Inc. (FPGV) by analyzing, coordinating, and improving operations to meet organizational goals. This position plays a critical role in optimizing workflows, resolving operational issues, and implementing best practices for productivity and efficiency. Operations in this capacity at FPGV, encompasses administrative, facilities, and financial coordination and support to the Operations Team.

Responsibilities and Duties

Administrative Support

• Answer and screen incoming phone calls, routing callers to the appropriate party.
• Greet and assist all customers into the Family Promise building.
• Check the mail daily and route to the appropriate staff members or guests of FPGV.
• Handle office tasks, such as filing, generating reports, sorting mail, setting up meetings, and reordering and maintaining general office supply inventory.
• Manage and organize all room rentals from the initial call to the event, ensuring a positive customer experience for the group.
• Manage office rental inquiries for Campus, provide tours, and orientation for new renters.
• Ensure that calls are logged on the incoming call spreadsheet.
• Manage inquiries that come through the general FPGV email account.
• Take minutes at staff meetings, review action items afterwards, and provide technology support in meetings held around the building.
• Provide administrative support to our Leadership Team and support the Executive Director for Board Meetings and needs.
• In conjunction with the Operations Director, assist with Employee Appreciation and Training days.
• Handle employee travel logistics for conferences and events.

Facilities & Process Coordination

• Act as the first point of contact for staff to relay maintenance concerns.
• Write detailed work orders for the Maintenance Technician, following through with the coordination and completion of the issue, in conjunction with the Operations Director.
• Maintain positive working relationships with Family Promise’s vendors and in some cases, serve as main point of contact.
• Work with the Operations Director to identify preferred vendors to streamline service requests and continuity.
• Coordinate with Rising Stars Leadership Team to comply with licensing requirements for fire and safety drills.
• Identify inefficiencies in current processes and recommend improvements.
• Serve as the point of contact for SimplifyEm coordination.
• In conjunction with the Operations Director develop, implement, and document standard operating procedures (SOPs).
• Help maintain the orderly organization of Family Promise’s common spaces, both at Headquarters and Campus, presenting them as clean, welcoming, and safe environments for staff, guests, and visitors.
• Support and assist with general operational duties for the organization as assigned.

Financial Support

• Scan all bills into the billing software (Bill.com) in a timely manner to ensure bills are paid on time.
• Scan all financial paperwork and documents to our financial team every month through the Sharefile software.
• Code all month-end close items that are posted on the financial portal.
• Process guest’s rent payments into property management software, SimplifyEm, maintaining communications with the Programming/Housing Team.
• Work with vendors through the bidding process for project, gathering estimates and quotes to present to the Operations Director for decision making.

Other duties as assigned for the successful operation of FPGV.

Desired Knowledge/Skills/Abilities:

Desired Characteristics

• 3-5 years of work experience in an office and administrative setting, with experience in the nonprofit or philanthropy sector preferred.
• Professional, approachable, friendly, and a team player
• Highly organized and detail oriented.
• Proficient in Microsoft Excel and Word, Google Suite, Zoom, and other cloud-based storage and data systems.
• Work in a dynamic and, at times, chaotic environment with multiple distractions including children of all ages.
• Relate to adults and minors experiencing homelessness in a respectful, non-judgmental and competent manner.

Skills

• Effective verbal and written communication skills.
• Efficiency with a variety of databases.
• Effectively prioritize tasks.
• Follow through with responsibilities.
• Innovative problem-solving.
• Intermediate to advanced Microsoft Office Suite computer skills.

Environmental Conditions

• Sitting and standing for long periods of time.
• Computer work, keying and screen.
• Lifting of less than 25 lbs., occasionally.
• Work in a dynamic and, at times, chaotic environment with multiple distractions including children of all ages.
• Plan, schedule, and organize multiple priorities.
• Effectively communicate with individuals across all socio-economic levels
• Not eligible for remote work.

Family Promise is a mission-driven organization that empowers families experiencing housing insecurities to secure a safe, affordable home, a livelihood, and the chance to build a better future for their children. Family Promise embraces families of all compositions, uniting our community to be a part of the solution for those experiencing homelessness. Our vibrant culture is rooted in our Core Values: Trust, Equity, Authenticity, Compassion, Respect, Passion, and Fun. We bring these values to life in everything we do, fostering an environment where both our clients and team members feel valued and inspired. Potential team members would join a collaborative environment of problem solving and innovation, while bringing an exemplary work ethic and positive attitude that is supportive to all.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Bozeman, MT 59715 (Required)

Work Location: In person

Salary : $45,000 - $55,000