A dynamic and multifaceted role, the Coordinator - COO’s Office manages the operations and logistics related to the headquarters office of Rare and anticipates the needs of the COO, including an awareness of various timelines and commitment to ensure the COO’s task list and schedule are maintained appropriately. He/she ensures processes and policies are developed, improved and implemented to facilitate a secure and productive environment for staff and physical assets. In order to carry out the primary duties of the role, the Coordinator will exercise discretion to research and carefully analyze possible courses of action. This position is ideal for an entrepreneurial and highly organized, customer service-oriented and diplomatic individual who is eager to grow and contribute to a fast growing, high-performing global nonprofit.
The Coordinator will exercise independent judgment regarding the following 3 areas of significance:
The Coordinator ensures the effective day-to-day and long-range functioning of the Arlington office. Specific activities include, but are not limited to:
- Manage organizational reference library including contact lists, office handbook, staff biographies, SOPs and instructional documents.
- Manage negotiation and relationships with office accounts and vendors ensuring cost effectiveness; including but not limited to managing and submitting bills and invoices for operations associated with these vendors. Conduct due diligence as needed.
- Ensure proper functioning of office equipment and furniture. Troubleshoot A/V and conferencing equipment as needed.
- Act as primary contact for building management and facilitate monitoring sublease requirements and compliance.
- Oversee space management and workstation assignments; provide occupancy reports, forecasts, and other reports as needed to executive leadership.
- Provide office orientation for all new hires to include office tour, workstation setup, and various responsibilities related to the on boarding process.
- Serve as primary phone operator and front desk receptionist to greet visitors and receive inquiries from the general public.
- Ensure best shipping and mailing practices are adopted and implemented and provide support for shipping as needed.
- Review and maintain Emergency Action Plan to ensure accurate and up-to-date information.
- Ensure new hires are trained in emergency procedures and responsibilities
- Assess potential security and emergency situations to determine and initiate the appropriate response.
- Distribute incoming mail and process/log checks as needed.
- Communicates changes in office opening status in accordance with OPM status
The Coordinator will work on special projects that affect Rare Arlington staff and/or the Operations teams. These projects include, but are not limited to:
- Maintain a leadership role in the organization by planning and coordinating office expansion and furniture installation projects to maximize effective and efficient use of space.
- Lead phone operator and emergency response teams to ensure effective communication and to address operational needs via training and/or systems-procedures implementation.
- Seek to maintain and continually improve a culture of sustainability in all aspects of office operations including waste management, recycling, composting, energy and resource usage, supply purchasing, event planning, and vendor selection.
The Coordinator supports the COO in all aspects of managing the office effectively, helps monitor Operations projects, and serves as the interface to internal and external audiences:
- Anticipate the needs of the COO, including an awareness of various timelines and commitment to ensure the COO’s task list and schedule are maintained appropriately.
- Establish and oversee effective and well-documented paper and/or electronic records management system for correspondence and other materials. Develop and maintain databases or systems as requested to track and organize program information; ex; programs, projects, and initiatives.
- Act as primary contact in overseeing and managing the COO’s travel and calendar bookings through Concur and Outlook. Coordinate travel, meeting arrangements, and conference calls involving multiple parties.
- Oversee the scheduling of regular and ad hoc meetings, appointments, and conference calls for relevant teams and departments. Oversee coordination of related arrangements and logistics.
- Assist in all Operation’s Deliverables including but not limited to ensuring timely delivery and submission of documents and deliverables from the COO’s direct reports, coordinating with senior management on deliverables tasks, and developing and maintaining strong working relations across multiple departments.
- Consistently monitor and track expenses for all sections of the Operations budget by analyzing budgets-to-actuals on a monthly basis.
- Organize and manage activities to effectively communicate Operations updates to organization.
- Ad hoc projects and other duties, as assigned
Required Education and Experience
This position requires a highly organized, detail-oriented individual with 2+ years of professional office operations experience and demonstrated success in managing the full range of office operations and management functions.
- Exceptional project management skills, demonstrating short and long-term planning and exceptional attention to detail.
- Strong facilitation skills with the ability to handle a wide variety of tasks simultaneously understanding time and task management techniques, and problem solve by finding creative solutions.
- Impeccable customer service, and the ability to engage and collaborate with all levels within the organization.
- Enthusiasm for Rare’s mission and respect for its values, culture and people.
- Confidence, self-motivation, dependability, high-energy, intellectual curiosity and willingness to contribute ideas and learn.
- Excellent written and oral communications skills, including effective written communication to a broad audience.
- Ability to work independently and as part of an international team.
- Competent using MS Office, email, Internet, and basic computer applications such as Excel.
- Bachelor’s degree in Business Administration is preferred.