Operations Coordinator

Friends of the Children-SF Bay Area (Friends-SF) seeks an onsite Operations Coordinator to help our growing organization best serve our children, families, staff, and partners. A successful Operations Coordinator is highly organized, flexible, reliable, proactive, with strong verbal and written communications skills, the ability to work effectively independently and as part of a team and motivated by the opportunity to help children and families thrive.

The Operations Coordinator supports the entire team by coordinating office, site, program and operations functions in several areas including facilities and fleet management, IT, HR, finance, general administration, and volunteer coordination. In addition, this role provides administrative and logistical support to the Program Leadership Team. The position reports to the Director of Operations.

This is an onsite position Monday - Friday from 10:00am-6:00pm, with occasional Saturdays (to flex with another day when required).

Responsibilities include but are not limited to:

Operations Support:

• Assist with financial reporting, AP & AR and documentation collection as needed
• Serve as primary liaison to IT vendor to facilitate IT and equipment needs of staff
• Support Director of Operations in various HR functions including hiring, payroll and expense report processing, background checks, performance evaluations and staff surveys
• Oversee maintenance schedule of company owned and leased vehicles
• Organize and prepare onboarding and training materials for new staff members
• Track required training completion and annual staff re-certification and documentation requirements for all employees
• Document management including maintenance of and updates to shared document resources and references in Teams, SharePoint and OneDrive as needed

Program Support:

• Coordinate Program and community events and meetings including large mentor/youth group outings, family engagement events, team meetings and school site meetings
• Assist with Noe Valley Farmer’s Market and other family resources as needed (including making deliveries to families and managing volunteers)
• Create and maintain data and documents as needed for family resources, student and staff paperwork, school sites, vendors and volunteers
• Research options, and present recommendations through spreadsheets and other summary documentation to meet new and recurring needs
• Draft professional correspondence (emails, reports, spreadsheets, etc.) to staff, partners, vendors, volunteers and others and proactively following up as needed to get results
• Fill role of “designated second employee” during onsite youth outings

Office Management:

• Serve as a consistent presence and first point of contact for visitors, including youth, families, volunteers, donors, staff, vendors, maintenance workers, etc.
• Site coordination - manage facility and equipment needs, and proactively address issues and concerns
• Maintain inventory and order supplies, keep facilities clean and organized, manage trash and recyclables, pick up supplies and drive company van as needed
• Retrieve, organize and coordinate all incoming and outgoing deliveries and mailings including in-kind donations, and managing in-kind donor partnerships

Required Skills and Experience

The ideal candidate will welcome the dynamic challenges of a growing, evolving, learning organization, and will have:

• Minimum of an AA degree, BA strongly preferred
• At least three years of relevant non-profit experience in payroll, employee platform management, operations or program support
• Financial reporting experience and expertise
• Strong Excel and spreadsheet management skills (pre-employment test required)
• Excellent overall Office 365 skills required including document management, Outlook Email and Calendar, Word and Teams
• Ability to work effectively with staff, children, families, partners, donors, board members and outside parties from a variety of diverse backgrounds
• Outstanding project management, organizational and time management skills
• Mission driven growth mindset, and commitment to lifelong learning
• Commitment to building a culture of mutual accountability, inclusiveness, and respect
• Willingness to propose and implement new ideas, learn from mistakes, give and receive feedback
• Ability to plan and implement multiple projects concurrently, meet deadlines and proactively follow up as required
• Proven demonstrated ability managing highly detailed and/or sensitive information
• Ability to be flexible and gracefully adjust to last minute needs and shifting priorities
• Positive, team-oriented attitude and a sense of humor
• Ability to take initiative, anticipate and resolve issues, ask questions, proactively communicate when clarification is needed, participate in problem solving and (“manage up”)
• Prior experience developing standard operating procedures and promoting process improvement and strong written and verbal communication skills
• Ability to lift items weighing up to 30 lbs. on a regular basis without assistance
• Work requires the following motions: bending, twisting, squatting, and reaching
• Physical ability to perform tasks that may require prolonged standing, sitting, and carrying items

Other Requirements:

• Must pass pre-employment drug screening
• Must have safe driving record and valid driver's license
• Must pass fingerprint and background checks

If you are this amazing person, here’s what we have to offer:

A pivotal role in a growing nonprofit.

You will be part of a friendly and collaborative workplace, where work-life balance is respected.

Compensation and Benefits:

• This is an outstanding opportunity to contribute to a community-based nonprofit while supporting Program, Operations and Executive Leadership.
• Salary range for this position is 65,000 - 70,000/year depending on depth of experience, education, and skill set.

A resume and cover letter outlining how your skills, interests and experience make you a strong fit are required for consideration. Please also include a writing sample.

Local (San Francisco Bay Area) candidates only.

To learn more about Friends-SF, please go to: friendssfbayarea.org.

Friends of the Children - SF Bay Area is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends-SF provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.