Operations Coordinator

POSITION TITLE: Operations Coordinator

LOCATION: ITDP New York

REPORTS TO: Senior Operations Manager

FLSA CLASSIFICATION: Full time, Non-Exempt

ORGANIZATION

The Institute for Transportation and Development Policy (ITDP) promotes sustainable and equitable transport worldwide. ITDP is a nonprofit organization headquartered in New York City with offices in Brazil, China, India, Indonesia, Kenya, Mexico and the United States. ITDP’s programs focus on bus rapid transit, non-motorized travel, travel demand management, parking, transport policy and urban development. More information about ITDP can be found at www.itdp.org.

ROLE

The Operations Coordinator provides key administrative support to ITDP’s teams in New York, Washington, D.C., and around the globe. This is an excellent opportunity for an extremely organized, process improvement-oriented individual interested in global non-profit operations.

This role requires a self-starter who excels at managing multiple projects. You will be a great fit if you are personable, a good communicator, and willing to learn.

This role reports to the Senior Operations Manager and is based in our New York City office in Manhattan’s Flatiron District.

RESPONSIBILITIES

Business Operations and IT

• Support operations team to improve operational systems, workflows, and processes to enhance efficiency and effectiveness.
• Update digital files, expense reports, and crucial information and documents for operational, financial, compliance and legal purposes.
• Assist with management and orientation to business operations systems and processes such as Nexonia, TravelPerk, IT service requests, and SharePoint- creating pages and providing training and support.
• Manage virtual and physical conference room spaces
• Collaborate with the Special Assistant to the CEO on special projects to provide administrative support, including assistance with the annual MOBILIZE conference, staff meetings, and program teams as needed.

Office and Employee Support

• Be the first point of contact for visitors and maintain office cleanliness and organization.
• Act as a liaison to the property management company (landlord) on issues such as building maintenance and security and with vendors such as cleaners, USPS, etc.
• Support employee onboarding and off-boarding including management of software and hardware assets- computers, office keys, etc.
• Coordinate special events such as happy hours or lunches, team-building exercises, and annual holiday events.

Other

• Other duties and special projects as assigned.

REQUIRED QUALIFICATIONS

• 1-3 years of related administrative experience, nonprofit experience is a plus.
• Proven ability to manage a fast-paced office and juggle short and long-term deadlines with competing priorities.
• Detail-oriented and organized, with strong planning and prioritization abilities.
• A high level of integrity, professionalism, and discretion.
• Proficiency in Microsoft Suite and its administrative portals, including Office 365, SharePoint, and OneDrive.
• Experience with vendor selection and relationship management.
• Ability to troubleshoot office equipment and coordinate repairs with IT service providers and/or vendors as needed.
• Good written, oral, and intercultural communication skills and the desire to connect with ITDP team members on a personal basis.
• Ability to lift light loads and retrieve/move items around the office.

PREFERRED

• Fluency in another language such as Spanish, Portuguese, Indonesian, Cantonese, or Mandarin.
• Bachelor’s degree or equivalent work experience