Operations Coordinator

Position Summary:

The Operations Coordinator is responsible for managing administrative and operational tasks related to client services, financial processes, and senior programs at Highlands Community Ministries Inc. (HCM). This role serves as the primary point of contact for new client inquiries, facilitating Meals on Wheels and our Senior Program, overseeing invoicing, financial reconciliation, and budget tracking.

This position requires strong organizational and multitasking skills, proficiency in administrative and financial processes, and the ability to coordinate volunteers effectively. The ideal candidate will have experience in program coordination and a passion for serving the senior community.

Essential Duties and Responsibilities:

Administrative Tasks

• Serve as point of contact for new client inquiries and sort clients into the appropriate programs.
• Review activities and units of service in IFAP in order to prepare for reporting and invoicing.
• Process and manage invoices and bills, ensuring timely and accurate receipt of payments.
• Reconcile accounts and track expenditures in alignment with budgetary constraints.
• Manage accounts receivable and accounts payable for all of HCC, ensuring timely processing and accuracy.

Manage the Meals on Wheels and Senior Program

• Develop and manage the Meals on Wheels delivery routes in a logistically efficient manner.
• Arrange and prepare route sheets for drivers, ensuring clarity and accuracy in delivery instructions.
• Coordinate and schedule volunteers for each route, ensuring coverage and effective communication.
• Oversee the Senior Center Programming
• Manage congregate meals, rules and regulations to meal delivery, paperwork associated with meals, and coordination with Louisville Metro staff to gain efficiency within the program.
• Prepare the senior center for daily activities by opening and locking the gate at the beginning and end of operational hours.
• Complete the monthly sign-in sheet and prepare daily sign-in sheets for senior center participants. Ensure this sheet is provided to the Data Specialist.
• Assist with coordinating and managing senior center activities, ensuring smooth operation and participant satisfaction.
• Assist with recreational activities related to senior center (practical education, speakers, etc.)
• Create a monthly calendar of activities for the senior center including bingo, card games, exercise, music, etc.
• Receive and record meal deliveries, ensuring that all items are correct and in good condition.
• Maintain an accurate and up-to-date list of active clients for Meals on Wheels and the Senior Center.
• Manage the waitlist by adding new clients and updating client records as necessary.
• Monitor and ensure health compliance of meals by measuring and recording meal temperatures and meal storage areas regularly.
• Maintain records of meal ordering and meal nutrition entries, ensuring accuracy and compliance with dietary guidelines.
• Provide information to administrative staff regarding the number of hot meals to order based on client needs and delivery schedules.

Skills:

• Strong organizational and multitasking abilities with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• Excellent communication and interpersonal skills for interacting with clients, volunteers, and staff.
• Ability to coordinate and manage volunteers effectively.
• Knowledge of health compliance standards and procedures related to meal preparation and storage.

Qualifications/Requirements:

• High school diploma or equivalent required; Associate’s degree or higher in Business Administration, Social Services, or a related field preferred.
• Minimum of 2 years of experience in program coordination, administrative support, or related roles.
• Experience with Meals on Wheels programs or similar community service programs preferred.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong problem-solving skills and proactive approach to task management.

Physical Demands and Work Environment:

• The role involves sitting, standing, and walking for extended periods, as well as handling food and administrative materials.
• Ability to lift and carry items up to 30 pounds, including meal deliveries and supplies.
• The work environment includes both office settings and on-site facilities for meal preparation and senior center activities.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $20 - $24