Operations Coordinator

WE’RE HIRING: Operations Coordinator

Do you find problem-solving satisfying? Like working on a wide range of projects in a day or week? Enjoy being the person with answers? We're seeking a resourceful and reliable Operations Coordinator to be the go-to person for all things related to the organization's office, and IT needs, while supporting finance operations to be WABA's Operations Coordinator.

The Team

The Operations Coordinator is part of WABA's Operations and Finance Team, which consists of the Director of Operations, HR & DEIA Manager, and Operations Coordinator. Together, the team keeps WABA running smoothly and efficiently, and works to ensure the highest integrity and compliance in the organization's operations. The Operations Coordinator reports to the Director of Operations.

The Job

The Operations Coordinator role encompasses four major bodies of work, with many other duties as assigned. In this role, you'll take the lead on:

(40%) Maintaining Office Operations, which includes:

• Ensuring the WABA office is a safe and productive office environment for all staff, with attention to their professional and personal needs;
  • Note: WABA is moving offices in 2026, we hope the person in this role will be key to the success of the move
• Organizing repairs and maintenance, in conjunction with the Director of Operations;
• Ensuring the organization remains in good standing, through renewal of key registrations (annual charitable registrations, Basic Business License, etc)
• Owning all elements of routine office management, such as shipping and receiving, mail processing, paperwork, office visitors and access;
• Coordinating staff use of shared spaces, physical equipment, and digital resources

(25%) Supporting Finance Operations, which includes:

• Entering bills and vendor information into WABA’s payment processing system (BILL)
• Creating and sending invoices to vendors (in Quickbooks Online)
• Reviewing credit card transactions for allocation accuracy (in BILL)
• Preparing basic monthly financial reports
• Preparing payment backup to support the grant invoicing process
• Logging incoming checks

(25%) Coordinating Information Technology, which includes:

• Working with external IT provider to ensure all staff and organization IT needs are met, and that all technology and systems are up to date and operating smoothly
• Managing systems onboarding and access for Google Workspace, Bitwarden (password manager), BILL (credit card expense manager), internal network, phone system, and others systems as applicable, emphasizing the user experience and secure and efficient operations
• Maintaining computer, phone, and equipment inventory, as well as identifying opportunities for upgrades and improvements, in consultation with IT provider

(10%) Supporting Human Resources, which includes,

• Preparing and processing payroll and maintaining appropriate backup (ADP)
• Organizing and maintaining all personnel files
• Coordinating regular staff appreciation activities and gifts and/or celebration events that help make WABA a great place to work

Core Skills and Experience

Consider applying if you meet at least 75% of these requirements:

• 1-3 years of relevant operations experience
• Demonstrated ability to manage multiple projects on overlapping timelines
• Knowledge of basic financial concepts and practices, along with a willingness to learn more
• Impeccable attention to detail
• Comfort and fluency with a variety of the following: Mac OS, Google Workspace, BILL Spend & Expense (formerly Divvy), Quickbooks Online, 8x8 or Google Voice, ADP, Bitwarden
• A valid driver’s license, a clean driving record, and the ability to occasionally drive a 20ft van in city traffic

Useful Skills and Experience

If you have this experience or these skills, let us know. You don’t need them to be considered for the position, but you should be eager to learn them:

• Experience in nonprofit operations;
• Experience managing vendors, contractors, and consultants
• Experience working on diverse teams of staff and volunteers
• Commitment to confidentiality and professionalism when handling sensitive information

Location:

This is a hybrid role, performing work in office 3 or more days a week, with the remainder of time spent remotely. WABA expects to move its headquarters in 2026 to an office in Brookland. Employees may be required to work additional days in the office or at job-specific locations as needed to support specific projects or activities.

• A 32-hour work week with flexible scheduling
• 100% employer-paid health, dental, and vision insurance premiums
• Vacation and sick leave, including:
  • Accrue up to 120 hours of paid vacation starting in your first year, with additional hours after two, five, and ten years of service
  • Accrue up to 160 hours of paid sick time (96 hours accrue per year)
  • WABA supports and promotes the health of its staff. You may use accrued sick time for unscheduled leave when not feeling well (mind or body), as well as for scheduled medical appointments
  • Paid time off for holidays generally following the federal holiday calendar
  • A week off between Christmas and New Year’s.
• Four (4) weeks paid parental leave and up to twelve (12) weeks of additional parental leave from the DC Paid Family Leave Act (based on eligibility)
• A 1-month, paid sabbatical after 7 years of service
• Immediate access to WABA’s 403(b) retirement program, with up to a 5% employer match after one year of service
• Access to professional development opportunities
• Optional commuter transit benefit (pre-tax deduction)
• Optional voluntary benefits include life insurance, short-term disability, and long-term disability.
• Passionate, supportive colleagues who are dedicated to working together for our mission and seeing the impact of our work.