Operations Coordinator

Alternatives for Community and Environment, Inc. (ACE) builds the power of communities of color and lower income communities in Massachusetts to eradicate environmental racism and classism, to create healthy and sustainable communities, and to achieve environmental justice. ACE also grounds its work in the Jemez Principles for Democracy Organizing.

ACE is looking for a responsible Operations Coordinator that is a key player in the day-to-day operations of the organization. This person's responsibilities include monitoring and evaluating progress toward goals and assisting with daily business activities and administrative tasks. Some crucial responsibilities may include organizing company events, onboarding employees, and possessing a general knowledge of bookkeeping software, spreadsheets and databases. The Operations Coordinator must have excellent communication and organizational skills and will be responsible for general management and required to run the operations of the organization.

Key Milestones

• After 6 months : Fulfill your weekly and monthly administrative / financial deadlines and duties with minimal to no errors and little supervision.
• After 1 year : You successfully support the Deputy Director in the annual audit with minimal stress and nothing more than minimal errors.

Key Responsibilities :

Support smooth execution of administrative and financial procedures. [50%]

• Ensure timely responses to general email and financial email inbox / inquiries as well as forward emails to appropriate staff, as needed.
• Process reimbursements and payments to vendors, consultants, and staff.
• Execute day-to-day monitoring on all office management accounts (primarily Zoom, Slack, Google suite, Divvy Card, and Asana) and maintain relationships with our account managers.
• Coordinate all office purchasing and office supplies; manage relationships with all vendors, such as printers, vendors, and other outside sources; ensure all contracts and expenses fall within budget parameters.
• Ensure that all files relevant to annual audit are saved according to the organization’s filing best practices and document retention policy.
• Receive, scan, and file physical mail and bills
• Support Deputy Director and accounting firm in reconciling financial accounts.
• Work with the Deputy Director to ensure all contracts and grant agreements follow internal procedures from signing to closing the contract / grant.

Act as a support to the Executive Director / Deputy Director and a liaison between them and staff. [15%]

• Supports the team with operationalizing internal meetings to include : scheduling, creating agendas, and minute taking.
• Support deputy director with office culture and team-building activities.
• Support the deputy director in implementing work plans and administrative / financial systems as directed.
• Attend weekly team meetings

Support Staff Travel and Organization-wide Events as directed by the Deputy Director. [15%]

• Identify and utilize vendors that align with ACE’s values around diversity, equity, and inclusion and that follow sustainable practices.
• Support coordination and event execution including the logistics, vendors, and supplies for events and meetings as assigned.
• Assist in coordinating Executive Director’s travel and logistics, including registration for conferences, hotel accommodations, air travel, transportation, etc.

Provide HR and Technical Support to the Staff. [10%]

• Onboard new employees to ACE’s administrative and financial systems.
• Assist in the installation, maintenance, and general support of systems for all staff including troubleshooting with software account managers as needed.
• Assist in setting up new employee’s computers, network access and security, passwords, etc.
• Ensure that hourly employees fill in their timesheets on time and accurately.
• Support the Deputy Director in running payroll.
• Ensure that all accounting and HR policies and procedures are communicated to staff and are being followed.

Required Qualifications

• Experience using Microsoft Office, Google Suite, and bill.com or similar applications
• Demonstrated attention to detail.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to take constructive feedback and incorporate that into their work.

Preferred Qualifications

• Ability to work efficiently with minimal supervision
• Basic Bookkeeping / expense coding experience
• Bachelor's degree preferred, certification in Administration / Project / Financial Management will be accepted.

The above duties and responsibilities are not all inclusive and may be modified to include other job-related duties at the discretion of the supervisor. This position is supervised by the Deputy Director.

How to apply : The posting will remain open until the position has been filled. Please send your resume, three references (including contact information), and a cover letter expressing your interest in this position and ACE as well as three examples that demonstrate your ability to execute this job successfully to stephanie@ace-ej.org.

ACE is an equal opportunity employer and will not discriminate in its employment practices including, but not limited, to hiring, termination, training, and promotion; or against any employee based on sex, race, religion, national origin, color, age, sexual orientation, gender identity, gender expression, marital status or veteran's status.

Salary : $55,000 - $65,000