Operations Coordinator

Job Description

Jobs With Justice is a national network of local coalitions comprised of labor unions, worker centers, community, faith-based, and student organizations. We work locally and nationally to reduce inequality by expanding opportunities for workers to organize and to bargain collectively. The national staff provides strategic support to nearly 40 autonomous local coalitions, builds networks on common issues, shapes public discourse and leads strategic campaigns to build power for working people. Jobs With Justice is committed to winning real change for workers by leading campaigns that combine innovative communications strategies, solid research and policy advocacy, grassroots action, and coalition building.

Position Overview:

The Operations Coordinator plays a critical role in ensuring the efficient functioning of our national office by overseeing daily administrative, logistical, and operational needs. This position is responsible for maintaining office facilities, supporting organizational events, and managing technology systems to ensure seamless operations. The Operations Coordinator reports to the Operations Director and works closely with internal teams and external partners to ensure seamless organizational operations. The ideal candidate is a proactive and highly organized professional with a strong sense of ownership of our office space and is committed to supporting the mission and values of our organization.

Primary Responsibilities:

• • Manage onsite and offsite operational functions.
  • Provide technical assistance and administrative support.
  • Assist in developing and implementing policies, compliance measures, and security standards.
  • Coordinate event logistics across the organization.

Detailed areas of work include:

Office Management & Administrative Support

• • Manage the organization's daily office and administrative functions by being the onsite point person, generally from 9:30am-5:30pm with some flexibility as needed.
  • Responsible for facilities maintenance including furniture and equipment, liaise with property management, security, and maintenance to ensure a functional, efficient and professional office space.
  • Work with Operations Director to develop and maintain office policies that comply with security, safety and health standards and monitor OSHA compliance.
  • Handle processing and distribution of mail, shipping and deliveries.
  • Direct procurement of office supplies and lease negotiations on equipment/systems.
  • Monitor main phone and email accounts, offering assistance or directing inquiries to appropriate team members.
  • Provide reception support and welcome visitors to the office.
  • Conduct operations and technology orientation for new staff, consultants, interns, sub-lessees.
  • Work with Operations Director to support the development and monitoring of new and existing operations and technology plans and projects.
  • Serve as the point of contact for operations and technology vendors, responsible for account management, service and billing.
  • Maintain office asset and IT Inventories, physical and electronic records and archival materials.
  • Catalog and archive JWJ records at the national office and the collection at the Kheel Center, Cornell University.
  • Administer the webstore for merchandise fulfillment and inventory management.
  • Develop and maintain an Operations Guide for staff and Procedures Manual for the Operations Team.

Technical Support

• • Provide frontline, technical assistance and troubleshooting for staff.
  • Set up computer systems, manage user access, and coordinate technology upgrades to ensure business continuity.
  • Oversee office audiovisual (AV) and unified communication systems, ensuring functionality and user support.
  • Manage internal communication tools, including listservs, shared calendars, and Microsoft 365 platforms.

Logistics & Travel

• • Provide logistical support onsite for meetings hosted by JWJ national or organizational partners and offsite for events such as national staff meetings and retreats.
  • Coordinate with participants on event communications, handling RSVPs, and overseeing logistics.
  • Arrange travel for partners and attendees, including flights, lodging, and ground transportation.
  • Oversee event logistics such as interpretation services, technology needs, catering, and childcare, consistent with policies and guidelines set by Operations Director and event lead.
  • Serve on planning team for major organizational events – may include Awards Celebration, National Conference, Network Gathering, National Training Program and programmatic strategy meetings.

Qualifications:

• Minimum of three years of experience in the nonprofit sector, preferably with mid-to-large organizations, including at least one year of direct experience with operations, facilities management, event coordination, or administrative support.
• Clear alignment with the mission and values of the organization.
• Takes pride in maintaining an inviting and professional office environment; has a strong sense of ownership over the space and is committed to being a welcoming and attentive host for staff, partners, and guests.
• Ability to navigate complexity and adapt to shifting dynamics while maintaining an organized, self-motivated, and consistent approach to executing work.
• Strong attention to detail with a commitment to accuracy and timeliness.
• Excellent verbal and written communication skills, with strong interpersonal abilities to build and maintain relationships. Able to work both independently and collaboratively, fostering strong connections with internal staff and external partners.
  • Comfortable with technology and enjoys troubleshooting, exploring, and learning new tools and systems; a resourceful problem-solver who proactively seeks solutions and improvements.
  • Proficiency in Microsoft 365, including SharePoint, experience with basic IT troubleshooting and familiarity using work collaboration and project management platforms (i.e. Slack, Asana, Trello).
• Experience coordinating with vendors and managing contracts preferred.
  • Flexibility to travel as needed in performance of duties.
• Multilingual fluency is a bonus but not required.

Signs we are on track:

• The office operates efficiently, with clear procedures and well-maintained facilities.
• Staff and partners receive timely technical support, ensuring smooth workflow and minimal disruptions.
• Organizational events run seamlessly, with well-coordinated logistics and strong participant engagement.
• Internal communications and technology systems are consistently updated and effectively utilized.
• Office resources, records, and materials are well-managed and accessible.
• Vendors and service providers are effectively coordinated, maintaining cost-effective and high-quality operations.

Location: This is an onsite position based in the Washington DC metro area requiring at least 4 days of work in the office. There will be occasional after-hours and weekend work.

Physical Demands: This role is primarily office-based, involving a combination of desk work, computer use, and in-person communication with colleagues and partners via phone, video conferencing, and email. It requires mobility within the office to manage facilities, organize supplies, and support event logistics. Lifting and carrying of office supplies, equipment, or event materials (typically up to 25-50 lbs) is involved. Occasional travel required for organizational meetings and events.