Operations Coordinator

The Position

The Operations Coordinator will report directly to the CEO and play a vital role in supporting the administrative and operational functions of the organization. This position will provide key administrative support to senior staff and ensure the smooth operation of daily office activities. This role offers an exciting opportunity to contribute to the organizational efficiency of AIRnyc, working collaboratively across teams to achieve organizational goals.

What You Will Do:

CEO Support (10%)

• Manage the flow of information to ensure the CEO is informed and involved in decision-making at the appropriate times.
• Assist in the follow-up of action items and next steps after key meetings.
• Work in collaboration with internal and external stakeholders to support the CEO’s directives, ensuring compliance and alignment with organizational goals.

Office Administration (30%)

• Perform day-to-day administrative tasks, managing general office operations such as printing, emails, and telecommunications.
• Handle onboarding and offboarding for equipment and software users across platforms in coordination with the Roundtable team.
• Ensure that office functions and support systems run smoothly and efficiently.

Vendor Management & Invoicing (50%)

• Oversee purchasing, supplies, reimbursements, and expenses for the office and programs.
• Conduct weekly inventory checks and supply ordering for programs and office needs.
• Process consultant invoices by the 5th of each month and manage vendor invoices and contracts using AIRnyc's filing systems and Concur, collaborating with accounts payable.
• Ensure timely submission and completion of invoices and expense reports, with all relevant materials uploaded into Concur by the 20th of each month for prior month activities.
• Liaise with AMEX to address and troubleshoot any card-related fraud issues.
• Collaborate with the Finance department to ensure all invoices are processed and payments are made on time.

Program Supply Trackers (10%)

• Maintain and update programmatic supply trackers for various departments.
• Participate in weekly internal program meetings to provide updates to CHW teams on supply availability and delivery.

Candidate Requirements:

• Minimum of 3+ years of recent, full-time experience supporting back-office operations, projects, and senior executives.
• A bachelor's degree or equivalent professional experience is required.
• Excellent oral and written communication skills, including the ability to proofread documents for accuracy and handle confidential information with discretion.
• Proven ability to multitask and manage multiple projects through to completion with strong organizational skills.
• Demonstrated experience in vendor management, tracking invoices, and payment processes.
• Strong customer relations skills and a proven ability to problem-solve in a fast-paced environment.
• Proficiency in developing presentation materials and workflow processes.
• High proficiency in using technology, including Microsoft Office, Google Suite, Salesforce, PowerPoint, Word, and Excel.

Compensation and Benefits: The annual salary for this position is $55,000. This is a permanent, full-time exempt position. AIRnyc offers a comprehensive benefits package, including medical, dental, vision, life insurance, paid time off, flexible spending accounts, and 403(b) retirement plan options.

AIRnyc is an Equal Opportunity Employer and values diversity in its workforce.

To apply: please submit a cover-letter and resume via email to: info@air-nyc.org with the subject: "Operations Coordinator". Visit www.air-nyc.org for more information.