What are the responsibilities and job description for the Operations & Systems Coordinator position at Workforce Grants Network?
About Workforce Grants Network
Workforce Grants Network is a mission-driven organization at the intersection of senior housing & care and workforce development. We connect senior living and long-term care providers with Workforce Investment Boards (WIBs) to unlock employer-sponsored training funding — helping care organizations upskill their staff and improve resident outcomes. We run a lean, fast-moving team and depend on well-managed systems and clean data to drive our work.
Position Summary
We are hiring an Operations & Systems Coordinator to support our growing team. In this role, you will be the backbone of our operational infrastructure — keeping our CRM clean and current, managing documents and workflows, tracking grant applications, and making sure information flows smoothly across our technology stack. You will also provide occasional outreach support when the team needs an extra hand. You do not need to be an expert in every tool we use on Day 1, but you must be a quick learner who takes pride in organized, accurate work.
Why? The position exists to help our Sales and Outreach teams succeed in their missions to support Senior Living organizations train and improve their employees, so that we can help elevate the quality of care experienced by Seniors. We work to support the teams through system access, improvements, administration, and reporting.
How This Role Works
This position begins with a paid 60 day trial period. During the trial, you will work alongside our team, get hands-on with our systems, and demonstrate your ability to contribute. Candidates who complete the trial successfully and are a great fit will receive a formal offer with base pay and advancement opportunities.
Key Responsibilities
- Maintain and update CRM records across Attio and Salesforce — logging activity, cleaning data, managing contacts, and ensuring accuracy across accounts.
- Run reports and pull data summaries to support team decision-making, outreach prioritization, and grant application tracking.
- Manage document workflows using DocuSign, Adobe Acrobat, and PDFFiller — preparing, routing, and filing agreements and application materials.
- Organize and maintain shared files, templates, and reference materials across SharePoint, Notion, and cloud storage.
- Support grant application processes by gathering required information, coordinating with training partners, and tracking submission status.
- Assist with basic financial tracking and invoice coordination using QuickBooks.
- Use AI-powered tools (Claude, Fathom.ai) to summarize calls, draft correspondence, and support research tasks.
- Coordinate team communication and scheduling via Slack, Microsoft Teams, and Outlook.
- Provide light outreach support as needed — following up with contacts, confirming meetings, or assisting with call campaigns using AirCall.
- Identify workflow gaps and suggest process improvements as you become familiar with our systems.
Systems & Tools
Training on our specific workflows will be provided. Familiarity with any of the following is a plus:
- Attio (CRM)
- Salesforce (CRM)
- AirCall (VoIP)
- SharePoint
- Slack
- Retool
- Microsoft Teams
- Claude AI
- Fathom.ai
- QuickBooks
- Notion
- Outlook
- DocuSign
- Adobe Acrobat
- PDFFiller
- Website (Using Manus AI or similar)
Qualifications
- Experience with CRM software (Attio, Salesforce, HubSpot, or similar) strongly preferred.
- Detail-oriented with strong organizational skills — able to manage a high volume of records without errors.
- Comfortable learning new software quickly; prior experience with cloud-based tools and SaaS platforms is a plus.
- Strong written communication skills for internal coordination and occasional external follow-up.
- Ability to work independently, manage competing priorities, and meet deadlines.
- Experience in workforce development, senior care, nonprofit, or grant management is a significant advantage.
- Associate's or Bachelor's degree preferred — relevant experience will be considered in lieu of a degree.
Trial Compensation
The trial period is compensated at an hourly rate, discussed during the interview process. Compensation details will be provided with a formal offer.
Work Details
Job Type: Trial-to-Hire (with path to Full-Time)
Work Location: Louisville, KY
Commute: Must be able to commute to Louisville, KY
Pay: From $2,500.00 per month
Work Location: In person
Salary : $2,500