Operations Coordinator

Overview:

Launched in 1983 as Public Interest Projects, a 501(c)(3) public charity, NEO Philanthropy is a New York based national leader in innovative philanthropic solutions. We lead large-scale collaborative grant making funds on a range of social justice issues, provide fiscal sponsorship and management to projects and campaigns, manage donor advised funds and develop organization and field-focused capacity building initiatives.

Position:

The Operations Coordinator will help support our growing Operations Team. This role will provide support to the Operations Team as well as a diverse range of staff with different needs. The ideal candidate would be someone who is flexible, has strong IT and organizational skills and is comfortable with multi-tasking. This position will report to the Assistant Director, Operations & Internal Capacity Building and will work out of our New York City office. This is full-time, salaried position.

Location:

NEO Philanthropy has its headquarters in NYC and the executive office is based in that office. NEO HQ has a hybrid work remote structure based on job function. Due to the nature of this position, we anticipate that this role will need to be in the office 5 days per week.

Vaccine Requirement:

All NEO staff are required to be vaccinated against COVID-19. Requests for medical and/or religious exemptions from the vaccination requirement will be considered on an individual basis, to the extent required by law.

Responsibilities:

Front Desk Reception & Office Hosting Support

• Provide front desk coverage 5 days per week when the office is open from 8:30am-4:30pm.
• Tidy and maintain the lobby reception area.
• Turn on air purifiers in the morning and set them to turn off at the end of the day.
• Greet expected guests and inform employees of guests’ arrival, ensure that guests are comfortable while they wait to be received. Alert leadership of any unexpected guests.
• Track office bookings from NEO staff and re-assign rooms as needed.
• Answer the main telephone line; respond to phone and online inquiries and direct calls to the organization.
• Prepare and maintain conference room and office booking platform.
• Support guests and staff using conference room technology during meetings.

Office & Operations Administration

• Collect and sort inbound mail and accept deliveries; process mail and deliveries according to NEO reporting and coding policies.
• Prepare outbound express courier packages and mail deliveries.
• Take inventory, order and stock office and kitchen supplies.
• Ensure office facilities bill payment in collaboration with other Operations staff
• Assist in tracking and maintaining user lists and managing platform licenses
• Represent Operations as part of the Operations Working Group
• Assist in the maintenance of copiers and other office equipment, order consumables, and placing service calls as needed.
• Support inventory and delivery of remote work computer equipment for staff.
• Support additional Salesforce and software admin needs, as requested.

Qualifications:

• Bachelor’s Degree preferred
• Previous experience in project and relationship management
• Responsive and proactive, solution-focused working style
• Working knowledge of office equipment
• Strong interpersonal, verbal, and written communication skills
• Comfortable working in multiple software and technology platforms
• Excellent judgment
• Mission-driven and passionate about social justice and nonprofit work
• Experience with Microsoft Office Suite, Google Suite, and/or database platforms
• Punctual and exceptionally reliable
• Excellent prioritization and time-management skills.
• Demonstrated poise, tact and diplomacy with a customer service orientation.
• Ability to work effectively both as part of a team and independently.
• Acute attention to detail