Operations Coordinator

Organizational Overview

Help a Mother Out ("HAMO") works to improve baby and family well-being by increasing access to diapers for families in need. We distribute diapers through a network of social service partners operating within diverse communities, service models, and geographic focus. We also advocate for the inclusion of diapers in the social safety net. Since 2009, we have distributed over 74 million diapers, primarily in the Bay Area metropolitan region. We are a small and mighty organization; our workplace culture is centered on our core values of Gratitude, Compassion & Mutuality, Growth, Integrity, Inclusion & Belonging, and Sustainability.

Summary

The Operations Coordinator serves as the operational backbone for HAMO's day-to-day programmatic and development activities. This dynamic role combines program logistics coordination with development operations support, ensuring smooth data management, partner communications, donor stewardship, and administrative functions. As the bridge between systems and people, the Operations Coordinator will report to the Executive Director and work closely with cross-functional team members, building relationships with diverse stakeholders and providing excellent customer service to all partners and community members.

This position offers significant growth opportunities for the right candidate who demonstrates both operational excellence and strong interpersonal skills.

We value diversity in all forms. We strongly encourage bilingual and bicultural candidates to apply to our team.

Primary Responsibilities

Program Operations & Partner Support (60%)

• Coordinate monthly order writing and processing, using Salesforce inventory management
• Interface with warehouse vendor to ensure timely order fulfillment and shipments
• Administer data transfers from partners to HAMO database using Excel and Salesforce
• Produce and maintain accurate monthly order request spreadsheets and end-of-month reports from multiple data sources
• Data entry of program vendor invoices into Bill.com
• Cultivate strong relationships with partners, responding to questions promptly
• Assist with annual Partner Agreement execution and compliance monitoring
• Prepare monthly inventory reports by consolidating data from Salesforce, Excel, Dropbox
• Coordinate program collateral production, event supplies, and community outreach forms
• Conduct research as needed (retail values, freight costs) and coordinate site visit logistics

Development Operations & Donor Management (30%)

• Process donations from multiple revenue streams (checks, Benevity, PayPal, Mighty Cause)
• Administer donor database in Salesforce including data entry, management, and reporting
• Generate donor acknowledgments, receipts, and thank you communications
• Maintain database accuracy through address updates and data validation
• Support donor campaigns with the Community Engagement Manager
• Manage general email inquiries

Event Support & Administrative Functions (10%)

• Provide logistical support for fundraising events, board meetings and community outreach
• Execute pre and post-event data entry for attendees, donations, and volunteer information
• General administrative coordination, including but not limited to website updates, weekly mail processing and check logging
• Other activities deemed appropriate by management that will advance our mission

Qualifications

With the understanding that no one person will offer every desired skill, compelling candidates will offer much of the following:

• Excellent communication and relationship-building skills: Outstanding interpersonal abilities (oral, written, nonverbal) with diverse stakeholders
• Detail-oriented and analytical: Exceptional organizational skills with meticulous attention to detail and data accuracy
• Technology proficient: Comfortable independently learning new systems and databases without extensive hand-holding
• Data-savvy: Strong Excel/Google Sheets skills (formulas, dashboards, data validation) and comfort working with numbers
• Collaborative problem-solver: Ability to work independently and as part of a team
• Customer service focused: Experience managing stakeholder relationships with diverse communities
• Growth mindset: Self-motivated lifelong learner who embraces constructive feedback and professional development
• Adaptable and resilient: Thrives in dynamic environments with varied responsibilities
• Mission-aligned: Commitment to HAMO's values and working with vulnerable populations
• Bilingual proficiency (Spanish, Chinese, or other community languages) highly desired

We know there are strong candidates who may not have all the qualifications above. If you have skills and experiences that we have not thought of and would be an asset to the role, please apply.

Position Requirements

Ability to perform the duties described above. A typical means of acquiring those abilities would be:

• Bachelor's degree or equivalent work experience
• 2-4 years of relevant administrative, data management, or operations experience
• Proficiency in Salesforce, Microsoft Office Suite, Google Workspace, MailChimp
• 1+ years of advanced Excel/Google Sheets experience with strong accuracy standards
• Experience with QuickBooks and basic bookkeeping principles preferred
• Valid California driver's license and reliable transportation
• Ability to lift and carry up to 30 lbs. occasionally
• Flexibility for occasional weekend/evening event support

Other Requirements:

• Commitment to hybrid work environment (80% virtual / 20% in person)
• Personal attributes of integrity, discretion, and intellectual curiosity
• Demonstrated commitment to communities centered in our program work

Compensation & Benefits

This is a full-time, exempt position with growth potential. Starting compensation is $68,640, annually. Comprehensive benefits package includes health insurance, long-term disability/life insurance, 401K matching, vacation, holiday, and sick time.

HAMO is committed to paying competitive industry wages with annual salary reviews. In an effort to increase pay equity, we do not participate in salary negotiations.

Office and Hours

• Our office is in Oakland (near Jack London Square) with weekly in-person team meetings
• Company hours are 9 am–5 pm, with flexibility determined in collaboration with your manager
• Additional hours, occasional nights, and weekends as needed
• The organization greatly values work/life integration and employee well-being