Operations Coordinator

Position Title:                       Operations Coordinator

Last Modification Date:       March 30, 2025

Budget Category:               Organizational Sustainability

Accountable to:                   Controller / HR Coordinator           

FLSA Status:                        Full Time / Exempt

Results Statement  I am accountable for producing the following results:

One Southern Indiana (1si) expects this position to be accountable for welcoming all guests, vendors, members, and customers while ensuring security procedures are followed. This position is responsible for answering and directing all incoming calls to the appropriate department in a professional and friendly manner and will handle a variety of tasks that ensure the smooth daily operations of the organization.

The Operations Coordinator will also work closely with the Member Relationship Manager with support functions which include entering all new members into Atlas (current CRM data management platform), assisting with 30/60/90 day calls to past due members, and providing feedback in order for monthly drops to be executed correctly.

In coordination with the Communications & Database Manager, this Operations Coordinator will work to produce The One Weekly newsletters, support website updates, assist in maintaining current content on the office foyer TVs, and schedule social media posts.

In addition, this Operations Coordinator position assists in a variety of accounting, record keeping, office support and maintenance functions. This position requires a mix of team-oriented activities as well as independent judgment and discretion. The need to focus on details and follow-through while maintaining a high level of customer service cannot be overstated for this position.

Essential Job Functions

• Answers all incoming and internally initiated calls in a friendly, professional manner.
• Assists walk-in visitors with their requests.
• Daily collects the mail, sorts customer invoices, and distributes incoming mail.
• Processes all payments received within Atlas and delivers processed payments to Controller for review.
• Enters New Members into the Atlas database, processes payment and sets up billing record.
• Records 1si event registrations received via fax, phone, or email.
• Conduct 30/60/90 calls to past due members ensuring the invoice was received, billing and contact information within Atlas is current, and enter notes regarding this member contact within Atlas as a record of this communication. Recap past due calls status with the Member Relationship Manager in preparation for monthly member drops per the SOP.
• Assists in proofreading documents.
• Prepare monthly Certificate of Origin and Notary Service invoices the last week of each month. Ensure all businesses utilizing these services have full contact and billing information noted within Atlas and is routinely updated.
• Schedule 1si functions and meetings in the facility’s meeting rooms utilizing the TEAM UP calendar. Will be the primary point of contact for the building management and janitorial team and will manage communication between 1si team members and building management. 
• Perform administrative services as needed to support members and the organization, including, but not limited to: meeting room set-up and tear down (including any AV-Technology needed), order/pick up/set up lunch for meetings upon request, compile meeting packets, assist with virtual meeting scheduling, check in guest/attendees, ensure foyer meeting signage is placed and removed after the meeting, send reminder correspondence, etc.
• Maintains the front reception area and equipment in a clean and orderly condition.
• Routinely dust and vacuum the common area (chubby area and hallways).
• Post any Office Closed notices and manage the Annual Holiday Schedules. 
• Orders office, cleaning and refreshment supplies based upon the ordering schedule and monthly budget. Checks in received orders and stores items properly utilizing the FIFO method.
• Assists with the maintenance of office equipment.
• Reviews the postage meter for available funds and adds postage when available funds fall below $75 (alerting controller of the date and amount of funds added). Reads postage meter on the 31^st of each month and shares information with Controller and completes monthly Postage Worksheet.
• Mail member invoices and statements monthly.
• Prepares the monthly Investor Letters/Mail Merge from the Investor list provided by the Controller.
• Assists the Communications & Database Manager with the routine production of The One Weekly Newsletters, website updates, maintaining current content on the office foyer TVs, schedule social media posts, e-blast / one weekly support, etc.
• Assists Executive Team with projects when needed.
• Support the Controller with additional tasks as needed and assigned.
• Other organizational needs and duties as assigned.

• High School Diploma (or GED/High School Equivalence Certificate).
• Three (3) years of clerical experience, customer service and/or similar business acumen, with concentration on organization, coordination, and performance of duties at a responsible level.
• Excellent verbal and written communication skills. Ability to convey information effectively and provide others with a clear understanding of information.

Knowledge / Skills / Requirements

•  Ability to work independently on assigned tasks as well as to accept direction on given

assignments.

• Highly organized in the use of tools including Outlook, CRM and others as provided.
• Appropriate and proficient phone skills.
• Prioritize daily functions with multiple interruptions and high volumes of work.
• This role requires exceptional listening skills, perception, and ability to overcome objections; all while fostering positive relationships.
• Strong written and verbal communication skills.
• Must be technically inclined and proficient with computers and general office equipment associated with the tasks listed in the job description.
• Comfortable working in a traditional of

Essential Work Environment Requirements

• Flexibility to work in a traditional office environment, remote office environment and offsite at events.
• Ability to self-transport from office to 1si functions and possible errands.
• Dress for this position is business casual or business attire (unless the day’s tasks require otherwise). A clean, professional, well-groomed appearance is expected.