Operations Coordinator

Greenroads Foundation is seeking a full-time Operations Coordinator with customer service, recordkeeping/clerking experience interested in a supporting role for non-profit program operations. As Operations Coordinator, you will be assigned to complete and deliver specific activities that support the mission and vision of the organization, helping us keep our customers happy, our records compliant and organized, our finances airtight and afloat, and our operations seamless and efficient.

As Operations Coordinator, you have an impeccable eye for detail and numbers. You are positive, creative, methodical, dependable, resourceful, and you are almost absurdly organized. Preparation is your middle name and routines are your game. You are a skilled manufacturer of time and have intense focus on your goals. You pay attention to the details and are a notetaking guru. Everything is easier because of you and nothing is impossible. You are productive and you make other people more productive as your own personal mission. You love helping people and supporting your team. You love keeping the trains running on time (including by not crashing into each other and staying on the right track.) You think on your feet and adapt quickly to changing dynamics. You want the paper trail to be complete and easy to find what you need at all times. Presentations, charts and graphs always exactly match to specifications and look beautiful. Need a memo? No problem, you've got it summed up in this nice bulleted list in your back pocket already. You are patient and a stickler for rules, procedures and best practices (you may even have experience writing them yourself) and you know them backwards and forwards. You take lessons from your mistakes instead of making them again. You measure twice and cut once. You are a MacGyver of meeting logistics and have them nailed down to every last detail. You trust and verify. You triple check that i's and t's are dotted and are committed to quality, so you don't mind working at something until it is great. You have dreams about beautifully organized and intuitive file structure and clean contact records. You hate surprises and are deeply committed to ensuring that financial statements are flawless, with no drama. You are an individual contributor that loves being good at what you do and you learn by doing. 

As an employee of Greenroads, you will become a daily representative of Greenroads and its mission to benefit communities and the environment by recognizing sustainable transportation projects and promoting sustainability education for transportation infrastructure around the world. 

Greenroads is currently an all-telework office due to COVID 19 hiring in the Seattle metro area.

At Greenroads, social equity is part of our core definition of sustainability. We believe in creating an inclusive and just work environment for everyone and actively commit to removing barriers to success, no matter who you are, what you look like, or who you love.

Critical Responsibilities

This is our best understanding and definitions of what types of work tasks or projects you may be doing at this time. 40% Customer relations and program support, email handling, schedule coordination (routine and ongoing)

40% Recordkeeping duties (routine and ongoing with deadlines), including support of finance and HR (volunteers)

20% General administrative tasks, special projects and other duties as assigned

• Help the CEO manage her email inbox
• Gatekeeper of CEO calendar and as-needed general assistance to the CEO
• Scheduling and coordination of events and meetings, calendar management for the Board, volunteers, and CEO
• Data entry of payments, bills, invoices and receipts on a weekly basis
• Calling aging and lapsed accounts on a monthly basis
• Filing and digitization of receipts and other records
• Resolve customer support inquiries (non-technical) and resolve inconsistencies, user issues, and other concerns
• Researching prices for products and services from vendors
• Preparing participant certificates and thank you notes for our STP program, members, and donors
• Project intake for new rating program participants
• Keeping projects on schedule and maintaining contract information
• Preparing or editing letter templates, memos, and presentations for others
• Routine administrative filings (infrequent)
• Prepare and distribute agendas and meeting materials
• General customer service as part of routine duties, including tracking customer requests
• Maintain customer contact and account records in CRM database and our website
• Creating and distributing survey forms to customers, volunteers, employees and the Board
• Preparing and analyzing data from different data sources to prepare reports
• Actively advocate for the organization's mission
• General office support duties including filing, copying and mailing
• Other duties as assigned

Must-Have Skills (required)

• Powerful organization and attention management skills
• Critical thinking skills
• Demonstrated good judgement, problem-solving and decision-making
• Discretion with privileged information
• Highly reliable and accountable
• Impeccable and fast data entry skills
• Very comfortable navigating relational databases
• Meticulous attention to detail
• Prompt and responsive, ability to stay on top of multiple deadlines in an environment with competing priorities and time constraints
• Ability to work at a project level with little or no oversight and participate effectively in a supporting team role
• Ability to effectively prioritize and juggle many responsibilities and demands at once
• Active listening and excellent notetaking skills
• Excellent information processing and analysis skills
• Experience going above and beyond for internal and external customers
• Professional and positive attitude
• Communication skills on the phone and in writing
• Proficiency in MS Office Suite (Word, Excel, PowerPoint)

Nice-to-Haves (not required)

• B.A. or AA degree preferred
• Accounting software experience
• CRM tool experience (database maintenance, running reports, pulling data)
• Prior experience in an administrative support role, especially to creative professionals
• Willingness to be flexible in work schedule as needed
• Prior nonprofit work or volunteering experience
• Knowledge of Greenroads products and services

Supervision

• You will report directly to the CEO. You will interact and cooperate directly with staff, the Board Treasurer, and the Board of Directors.
• This position does not have direct reports.

Working Conditions

• Telework only due to COVID 19
• From time to time, we may arrange in-person physically-distanced, outdoor, opportunities for meeting in person with masks (required).

Physical Demands

• Desk work

Other Position Details

• Full-time up to 40 hours per week, exempt
• Paid holidays and generous time off policies
• Introductory period of at least 3 months and up to 6 months
• Healthcare and retirement benefits
• A skills assessment(s) is required
• Clear background check is required for all financial roles

Career Path(s)

We are committed to providing committed employees a variety of future opportunities for projects beyond their assigned tasks provided performance expectations are met.

This job can lead into an operations role (internal) or program development and support (external) depending on the candidate's strengths, interests, and how we grow.

Application Instructions

Prospective applicants must upload a completed PDF packet to this online application with your cover letter, including the following supporting materials:

• Copy of individual’s résumé
• Cover letter that addresses 1) applicant’s personal and career goals, and 2) how working at Greenroads would help the applicant meet those goals, 3) anything else the applicant is willing to share 

We do not accept email, phone or in person applications. Please note we receive a high volume of applicants and will not be able to respond to each one. We will not respond to incomplete applications.