Operations & Data Coordinator

Position: Operations & Data Coordinator

Organization: Safe Organized Spaces Richmond

Department focus: Organization Wide Administrative and Data Management Support

Hours and Rate: 40 hours per week; $26/Hr

Type: Full-time, Regular (At-Will)

Reports to: Director of Operations

Organization Overview

Safe Organized Spaces Richmond (SOS) is a community of housed, unhoused, and formerly unhoused staff and allies working together to strengthen our neighborhoods. We operate in encampments, high-need areas, community events, neighborhood councils, and local improvement projects, advocating for safety, stability, and security. Our work supports pathways to personal transformation, with empowerment central to our shared success. Our mission is to support unhoused neighbors on their paths toward health, housing, and economic stability.

Position Summary

The Operations & Data Coordinator (ODC) is a dual‑function position responsible for maintaining the accuracy and integrity of organizational data and supporting high‑volume financial processes. Reporting to the Director of Operations, the ODC upholds strict confidentiality and compliance standards while coordinating data collection and reporting across multiple SOS Richmond programs, including the Homeless Management Information System (HMIS), the HUD mandated database used by homeless service providers.

This role functions as a key liaison between program operations and administrative oversight, providing staff training to ensure timely, complete, and accurate documentation. The ODC also helps manage financial reconciliation for the SOS Richmond laundry services and contract‑based billing. Additional duties within scope of operations and data may be assigned by the Director of Operations as organizational needs evolve.

Primary Areas of Responsibility

Financial Stewardship & Cash Management

• Reconcile and Audit: Manage Petty Cash and Laundry Cash Logs, ensuring all transactions are verified, recorded, and transmitted electronically to the Finance Department.
• Financial Collaboration: Partner with the Bookkeeper to facilitate receipt tracking and support comprehensive finance management for service delivery.
• Discrepancy Resolution: Investigate and resolve cash variances in collaboration with the Laundry Coordinator to maintain fiscal accountability.
• Donation Processing: Systematize the collection of material and cash donation receipts; ensure all records are digitized and archived according to SOS Richmond protocols and processes.

Direct Services

• Register and track participant information in HMIS at the SOS Richmond Warm Hand Wellness Center, working directly with participants at point of service to ensure accurate intake documentation.
• Conduct periodic data quality reviews of HMIS records to identify and resolve gaps, duplicates, or compliance flags

Data Integrity & Contract Compliance

• Compliance Oversight: Ensure field and center staff adhere to data collection protocols; facilitate the timely submission of paper reports at the conclusion of each shift.
• Billing Readiness: Execute end-of-month data entry and digitization of all logs by the 4th of each month to ensure seamless billing cycles and contract fulfillment.
• Reporting & Analytics: Generate statistical reports to meet specific funding and contract requirements.
• Invoicing: Coordinate with the Field Logistics Manager and street teams to aggregate project documentation (photos/receipts); prepare and submit verified invoices to contract representatives.

Administrative & Operational Support

• HR & Office Assistance: Provide administrative support for Human Resources functions, including staff information gathering, supply procurement, and digital file management.
• Process Improvement: Proactively offer recommendations to Leadership regarding best practices for data collection and policy enhancements to improve participant service quality.
• Meeting & Event Representation: Represent SOS Richmond at North Richmond Green (a Contra Costa County community initiative) meetings and other strategic forums; provide logistical support for SOS Richmond events.

Qualifications & Skills

• Experience: 2+ years of experience in administrative coordination, data management, or a related field (Non-profit experience preferred working with an unhoused population).
• Financial Literacy: Proven ability to manage petty cash, perform basic reconciliations, and maintain high accuracy in financial record keeping.
• Technical Proficiency: Advanced skills in Google Sheets and/or Microsoft Excel and data entry; comfortable navigating digital filing, communication and organizational systems (e.g., Google Drive, Asana, Zoom etc.).
• Attention to Detail: Exceptional organizational skills with a "zero-error" approach to compliance and data integrity.
• Communication: Strong interpersonal skills with the ability to train staff and communicate professionally with external contract representatives.
• Confidentiality: A high degree of discretion and integrity when handling sensitive HR and participant information.

Preferred Qualifications

• Prioritizes diversity, equity and inclusion and demonstrates multi-cultural competency
• Two years of experience working with homeless persons and/or homeless service providers. Lived experience with poverty and/or homelessness counts.
• Demonstrated capacity for peer accompaniment: forming and nurturing trusting relationships with people experiencing homelessness; prioritizing autonomy and self-determination; seeking dignity and reciprocity in peer and service relationships
• Bilingual (English/Spanish) a plus

General Staff Rules

Along with all employees, the Operations & Data Coordinator is expected to:

• Foster an environment that promotes trust and cooperation among leadership and staff
• Follow policies and procedures to ensure that the principles of SOS Richmond are implemented
• Adherence to operational and behavioral policies including, but not limited to, the Anti-Harassment Policy, the Fraternization Policy, the Non-violence Policy and the Safety Policy
• Understand the mission, values, and principles of SOS Richmond and apply them in daily operations

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to clearly communicate with others to understand them and to be understood.
• Must be able to read and compose documents so that their intent is easily understood.
• Must be able to effectively use a telephone to conduct business.
• Must be able to occasionally lift and/or move up to 25 lbs
• Must be able to operate office equipment: computer, copy, scanner etc.
• Must be able to attend in-person or web-based meetings - sitting, listening, and taking notes.

Equal Opportunity Employer

Safe Organized Spaces Richmond is an equal opportunity employer and is committed to an active Equal Employment Opportunity Program (EEOP). It is the stated policy of SOS Richmond that all employees, volunteers and applicants shall receive equal consideration and treatment without regard to race, color, religion, ancestry, national origin, age, sex, sexual orientation or gender identity, marital status, medical condition or physical handicap (includes all other medical conditions), caste, or incarceration history.

Must be fluent in English, both written and verbal. Bilingual or multilingual is a plus.