Operations and Guest Experience Coordinator

Job Summary:

The Operations & Guest Experience Coordinator plays a central role in supporting Champions For Learning’s mission by ensuring smooth day-to-day operations and creating a warm, welcoming experience for all who engage with the organization. This position coordinates administrative, operational, and finance-related functions while providing proactive administrative support to organizational leadership. Serving as a key point of connection for staff and stakeholders, the Coordinator brings a strong hospitality mindset to every interaction, helping ensure that colleagues, volunteers, donors, students, and families feel supported, valued, and well served.

Supervisory Responsibilities:

This position does not have direct supervisory responsibilities but will coordinate work with vendors and contractors as part of daily operations.

Duties/Responsibilities:

Finance & Accounting

• Serve as primary point of contact for accounts payable. This includes interactions with vendors, collecting/maintaining w9s, reviewing vendor invoices, and entering bills into accounting system. This includes employee expense tracking and reimbursement processes.
• Assist with annual audit, 1099 preparations, and monthly bank and credit card reconciliations.
• Assist with keeping financial records and documentation organized.

Guest Experience

• Serve as the first point of contact for all visitors and callers, ensuring a warm, professional, and welcoming experience that reflects Champions For Learning’s values. Greet guests with a high level of attentiveness and care, creating a concierge-level experience for volunteers, donors, students, families, partners, and staff.
• Manage the main office line with a strong emphasis on responsiveness, prioritizing live connection whenever possible, and directing inquiries effectively.
• Coordinate visitor flow and meeting readiness, ensuring guests are received promptly, and meetings are supported with appropriate preparation.
• Foster a hospitality mindset in all interactions, contributing to an environment where team members and guests feel supported, respected, and valued.
• Anticipate needs and proactively address details that enhance the overall experience for visitors and staff.
• Organize high-support onboarding of new personnel.

Leadership and Board Support

• Provide initiative-taking administrative support to the President & CEO and Chief Officers, including scheduling and preparation for meetings, with accuracy, professionalism, and timeliness.
• Coordinate support for Board meetings and events, including scheduling, agenda development, preparation and distribution of materials, and creation of meeting minutes.
• Proactively maintain, manage, and coordinate board-related records and systems, including the board portal, meeting minutes, bylaws, charters, and compliance documents.
• Serve as a primary point of contact for Board members on logistical and administrative matters.
• Coordinate communication with board and committee members, ensuring timely, accurate, and professional correspondence.
• Track action items and follow-up from board meetings to support responsiveness, effectiveness, and accountability.
• Maintain an elevated level of professionalism, discretion, and confidentiality in all interactions and managing of sensitive information.

Operations & Administration:

• Maintain a well-organized, efficient, and professional office environment, including shared spaces, supplies, and overall office readiness.
• Coordinate with vendors and service providers (e.g., IT, facilities, office, human resources), ensuring timely resolution of issues and continuity of operations.
• Serve as a liaison with IT support to address staff needs, generate IT tickets, troubleshoot issues, ensure needs are addressed in a timely manner, and support effective use of systems and technology.
• Fulfill onboarding and day-to-day administrative needs for staff, including workspace setup, system access, and coordination of basic HR-related logistics.
• Manage incoming and outgoing mail, deliveries, and general office communications.
• Maintain organized records, files, and administrative systems to support efficient operations and compliance with organizational practices.
• Anticipate operational needs and proactively address issues to support a smooth, well-functioning, positive work environment.
• Maintain the staff handbook and the organization’s policies and procedures manual.

Competencies:

• Job Knowledge
• Communication
• Teamwork & Cooperation
• Professionalism
• Mission Statement
• Organizational Relations

Core Values:

• Trust
• Love
• Collaboration

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal and conflict resolution skills, with the ability to interact effectively with a variety of personalities.
• Excellent organizational skills and attention to detail.
• Strong time management skills with the ability to manage multiple priorities and meet deadlines.
• Strong analytical and problem-solving skills.
• Professional and tactful approach with the ability to manage sensitive situations, confidential documents, and maintain confidentiality.
• Proficient with Microsoft Office Suite and related software.
• Thorough understanding of, or ability to quickly learn, office equipment, recordkeeping systems, management information systems, and related protocols used in the organization.

Education and Experience:

• Bachelor’s degree preferred; equivalent combination of education and relevant experience will be considered.
• Minimum of three years of experience in administrative, operations, customer service, and/or hospitality–oriented roles preferred.
• Bilingual (English/Spanish) preferred.
• Preferred bookkeeping experience with basic knowledge of accounts payable.
• Preferred experience with Blackbaud/Financial Edge NXT.
• Preferred experience with a paperless environment.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.