What are the responsibilities and job description for the Site Operations Coordinator position at Knoxville Chamber (Knoxville, Tennessee)?
Knoxville Chamber is seeking a Site Operations Coordinator who will support the chamber’s daily site operations efforts by providing coordination and professional support services to the organization. The position will assist the Director of Site Operations with areas such as property management, real estate transaction support, research, and general coordination and assistance with the Industrial Development Board (IDB), Health Education and Housing Facilities Board (HEB), and Fairview Technology Center Advisory Board.
Department: Site Operations
Reports to: Director of Site Operations
Job type: Full-Time | 37.5 hrs/wk | Exempt
Position Overview:
IDB and HEB management functions include:
- Scheduling, organizing, attending, preparing, and circulating notices and agendas
- Providing board/media with upcoming agendas and issuing public notices as required
- Verifying quorum for meetings
- Working with board counsel to draft and/or review board resolutions
- Tracking pertinent dates and deadlines, board member attendance, and pending vaccancies/renewals
- Maintaining board manuals to ensure they are up to date
Fairview Technology Center Advisory Board management includes:
- Scheduling, organizing, attending, and taking minutes for meetings
- Preparing and circulating notices and agendas
- Providing the board with upcoming agendas and verifying quorum
- Tracking pertinent dates and deadlines, board member attendance, and pending vacancies/renewals
- Maintaining board manuals to ensure they are up to date
- Managing tenant leases and functioning as the primary contact for tenants, maintenance requests, and service providers
- Assist with the day-to-day property management in our Knox County business parks
- Assist with real estate transactions, including research, due diligence, contract and document management (including deadlines), and maintaining the real estate listing database
- Perform document management duties, such as creating and modifying documents, maintaining hard copy and electronic filing systems, and managing onsite/offsite records storage
- Support business park functions by ensuring information is accurate on the Chamber website, creating/updating business park manuals, and tracking park owners, companies, and tenant
- Obtain and distribute county commission and city council agendas
- Draft responses to correspondence containing routine inquiries
- Schedule, prepare agendas for, and attend team meetings
- Schedule, provide notice (if applicable), organize, attend, and prepare notes for public meetings
- Assist with scheduling meetings and managing the site operations calendar
- Assist with special projects as they arise
Essential Skills:
- Strong analytical and problem-solving abilities
- High level of situational awareness and sound decision-making
- Excellent organizational and time management skills
- Ability to multi-task and prioritize workload to meet deadlines
- Exceptional attention to detail and accuracy
- Effective written and verbal communication skills
- Strong interpersonal and customer service skills
- Ability to work both independently and collaboratively as part of a team
- Capacity to follow oral and written instructions and established procedures
Preferred Minimum Qualifications:
- Experience working with boards, advisory committees, or similar organizations
- Experience in property management, real estate brokerage, or development
- Undergraduate degree in a related field
Technical Skills Needed:
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Experience with Adobe Acrobat
- Familiarity with video conferencing platforms (e.g., Zoom, Teams, Webex)