Operations and Communications Coordinator

The Operations and Communications Coordinator will organize and coordinate administrative duties and office procedures. The position will ensure the smooth running of the organization, adherence to company policies, and improvement of company procedures, especially within day-to-day operations, while also supporting the Executive Director. This position also coordinates with outreach and information flow among Claire’s Community’s stakeholders, including board members, leadership, staff, funders, and other community members.

Primary Responsibilities:

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• Oversee the daily administrative work activities within the office, including, but not limited to, emails, writing letters, and preparing documents.

• Provide administrative support, drive organizational success by managing daily operations, and manage special projects.

• Coordinate human resource paperwork for the organization, including new employee office set-ups, background checks, and onboarding.

• Coordinate volunteer recruitment, communication, and engagement.

  •  Track their performance and document their hours.

• Assist with donor management, record-keeping, and fundraising, including event coordination.

• Perform or facilitate maintenance and repairs of office equipment, and maintain inventory of office supplies; order new supplies as needed.

• Manage accounts payable and receivable, including bank deposits.

• Assist with logistics for scheduling and coordinating presentations and training.

• Maintain all office files, both paper and electronic; implement an efficient system for other staff to access files and records.

• Maintain staff, training, and event calendars.

• Understand and follow company policies, including those related to harassment and compliance.

• Perform other duties as assigned by the Executive Director.

• Develop effective communication procedures and policies for various situations or crises.

Required Skills:​

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• Extensive knowledge of office management procedures

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Excellent organizational skills and attention to detail

• Excellent time management skills with a proven ability to meet deadlines

• Proficient with Google Workspace or related software

• Proficient with QuickBooks

• Experience with database management (we use Little Green Light)

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Qualifications:

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• High school diploma or equivalent required; Associate’s degree in office administration or experience in a related field preferred.

• At least three years of administrative and/or clerical experience is required.

• Commitment to excellence and high standards

• Versatility, flexibility, and a willingness to work in an evolving environment with enthusiasm

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Physical Requirements:

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• Prolonged periods sitting at a desk and working on a computer

• Must be able to lift up to 15 pounds at times

• Coordinate multiple tasks simultaneously

ADDITIONAL CANDIDATE INSTRUCTIONS:

Interested applicants should provide the following documents to Shannon

VanLandingham at execdirector@claires-community.org

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• Resume

• Cover Letter stating why you want to work at Claire’s Community

• Contact information for three professional references, and your connection to them

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Job Type: Full-time, 40 hours/week

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Pay: $24.00 - $25.00 per hour, depending on experience and expertise

Benefits:

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● Generous paid time off (PTO)

● Paid parental leave

● Professional development assistance