Operations Coordinator

About GreenWave

GreenWave works to replicate and scale regenerative ocean farming—a zero-input, polyculture seaweed and shellfish farming model that breathes life back into our oceans. By leveraging a mix of farmer-forward training and support, climate subsidies, and infrastructure and market development, we partner with coastal communities across North America to create a blue economy that ensures we can all make a living on a living planet.

GreenWave has been featured in 60 Minutes, CNN, BBC, The New Yorker, The Wall Street Journal, and Time Magazine, and is the winner of the 2021 Curt Bergfors Food Planet Prize. GreenWave’s HQ, kelp nursery, and ocean farm operations are located in Connecticut.

Job Description

GreenWave seeks an Operations Coordinator to support our day-to-day financial, administrative, and office management functions. Reporting to the Director of Finance and Administration, this position ensures that financial processes run smoothly, administrative systems are well-maintained, and the office environment supports staff and organizational needs. The role requires strong attention to detail, excellent organizational skills, and the ability to balance multiple priorities in a dynamic nonprofit setting.

The Operations Coordinator will manage expense reporting and accounts payable, track cash flow and revenue, support insurance and compliance administration, and oversee office systems, supplies, and facilities. This position is central to ensuring the organization operates efficiently and that staff and partners receive timely and accurate support.

This is a full-time, non-exempt position based at our headquarters in New Haven, CT.

Responsibilities

Finance and Administration (60%)

• Expense Reporting: Review and verify expense reports in Expensify, ensure timely and accurate submission, and reconcile with credit card statements
• Accounts Payable: Enter and code bills in Bill.com, manage approvals and payments, onboard new vendors (W-9s, COIs, ACH), respond to vendor inquiries
• Cash Flow & Revenue Tracking: Monitor cash flow, prepare weekly reports, allocate deposits in QuickBooks, maintain revenue tracking, create invoices, and manage restricted grant tracking
• Insurance Administration: Maintain insurance log, coordinate renewals (GL, D&O, workers’ comp), manage COIs, track audits, track claims and correspondence with brokers
• General Administration: Maintain organized digital records for audits, insurance, and financial reporting; support compliance postings and documentation management

Office Management (40%)

• Cultivate a positive work environment for in-person and remote staff through formal and informal events and recognitions
• Manage day-to-day supplies, office equipment, and facilities
• Support the Co-Executive Directors with scheduling and travel arrangements
• Provide tech support to office and remote staff
• Process mail and manage shipping needs
• Liaise with the property management company as needed
• Support planning and lead logistics for partner/donor tours, meetings, and staff events; greet visitors
• Manage the supply of promotional materials and branded merchandise

Desired Skills

• A minimum of three years of professional experience
• Strong problem-solving skills with the ability to work independently, exercise sound judgment, and take initiative
• Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, and Cal), Microsoft Office Suite (Word, Excel, and PowerPoint), Zoom, and Adobe
• Experience with or willingness to learn the tech stack specific to this role: QuickBooks, BILL, Expensify, Slack, and Salesforce
• High degree of accuracy, efficiency, attention to detail, and reliability
• Excellent communication, time management, and organizational skills
• Ability to work as a gracious and supportive team player
• Ability to perform several tasks concurrently with ease and professionalism
• Familiarity with non-profit organizations ideal

Competitive benefits, including unlimited sick leave, 20 days of PTO, 401(k) match, medical, vision, and dental benefits, employer-paid short- and long-term disability, life insurance, and annual professional development stipend. Additionally, GreenWave’s office is closed the week between Christmas Eve and New Year’s Day.