What are the responsibilities and job description for the Office Operations Coordinator position at FirstDay Foundation?
It's a great feeling to work for a company that does so much good for others around the world!
Academic Req: High school diploma or equivalent required; or relevant verifiable work experience.
Preferred Qualifications: Associate’s or Bachelor’s degree in Business Administration, Operations, or a related field preferred.
Work Experience: 3 years of experience in office operations, administrative coordination, or operational support roles requiring onsite presence, and coordination across teams. Experience supporting leadership, managing vendors, and handling operational logistics preferred.
Position Summary:
The Office Operations Coordinator, Critical Information Systems serves as the primary onsite coordination resource for the Critical Information Systems department. This role is responsible for ensuring smooth day-to-day office operations, serving as the primary point of contact for visitors and vendors, coordinating procurement and invoicing workflows, and supporting onboarding logistics.
Essential Functions and Measurable Deliverables:
Office Operations and Onsite Presence
- Serve as the primary onsite presence and first point of contact for Critical Information Systems during standard business hours, with start and end times aligned to operational needs.
- Answer the suite doorbell and greet visitors, vendors, and staff
- Direct visitors to appropriate personnel or locations
- Support room setup, deliveries, and onsite coordination needs
- Support onsite emergency preparedness activities by coordinating with Facilities, Security, and CIS leadership during drills or building incidents, following established procedures
- Maintain break room supplies, including routine inventory checks and replenishment
- Maintain office supply cabinet inventory and coordinate restocking
- Ensure Culligan water supply is available and replenished
- Track and receive packages and ensure timely handoffs to recipients
- Confirm delivery of ordered items and follow up on missing or delayed shipments
- Order office supplies, small equipment, and furnishings as needed
- Process invoices received in the “CIS Billing” inbox and coordinate payment workflows
- Track purchases and escalate questions related to budgets, approvals, or vendors
- Coordinate with Finance and vendors as needed
- Prepare workspaces and supplies for new hires
- Support onboarding logistics, including ordering uniforms or equipment
- Assist with offboarding logistics and return of equipment
- Anticipate onsite operational needs and communicate proactively with Critical Information Systems leadership
- Escalate issues appropriately when outside defined scope
- Represent Critical Information Systems professionally
Skills and Abilities Required:
1. Ability to prioritize competing tasks, follow defined processes, proactively coordinate operational needs, and escalate issues appropriately
2. Strong organizational and communication skills
3. Ability to work effectively in an onsite, fast-paced environment
4. Professional demeanor and ability to interact with staff, vendors, and visitors
5. Ability to handle confidential information appropriately
6. Pass a pre-employment background check, motor vehicle record check, and drug screening
7. Possess a valid driver’s license
Other Responsibilities:
Other job duties, as assigned
English (United States)
If you like to work with people that believe they can make a difference in the world, this is the company for you!
EEO Statement
In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
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