Coordinator, Operations Support

Columbia University; New York (NY); On-site; USD 70,000 - 78,000; Full time

Job summary

Columbia University is seeking a Coordinator, Operations Support to provide day-to-day guest services, facilities coordination, and event logistics at the President’s House in New York. Under supervision, you will triage routine requests, maintain operation checklists, and support ceremonies up to about 120 attendees.

The role requires strong discretion, customer service focus, and the ability to coordinate with vendors and internal partners.

Qualifications

• Bachelor's degree required.
• Two to four years of relevant experience in operations, facilities, hospitality, or events.
• Ability to exercise sound judgment and manage competing assignments.
• Maintain discretion and confidentiality in executive settings.
• Strong customer service orientation and communication skills.

Responsibilities

• Serve as a primary on-site contact for routine operational needs at the President's House.
• Conduct regular walkthroughs of public, meeting, and storage areas to ensure readiness and safety.
• Coordinate service requests and track status to completion, communicating delays as needed.
• Maintain accurate logs, room diagrams, and equipment records for events and daily operations.
• Provide front-of-house support, greet guests, and direct attendees following House protocols.
• Support events with logistics for small gatherings and larger ceremonies.

Skills

Customer service orientation

Strong organizational skills

Clear communication

Discretion and professionalism

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Service-request / work order systems

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000 - $77,500

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Executive Director, The President’s House and Operations, the Coordinator, Operations Support provides day-to-day guest service, facilities, receiving, inventory, and meeting and event logistics support at the President’s House. Working under general supervision, the Coordinator independently triages and prioritizes routine requests, carries out established operating procedures, and consults with the Executive Director on sensitive, non-routine, or high-impact matters. The role independently coordinates on-site logistics for one-on-one and other very small meetings and provides House-side operational support for larger dinners, receptions, trustee-related events, and other ceremonial functions, including events of up to approximately 120 attendees, that are planned and led by the University Events Team. The Coordinator does not serve as the lead planner for events. The position requires sound judgment, discretion, professionalism, service orientation, and reliable follow-through in executive, academic, and ceremonial environments.

Responsibilities

Operational Coordination and Readiness

• Serve as a primary on-site contact for routine operational needs at the President's House; assess urgency, establish work priorities, resolve matters within established procedures, and elevate sensitive, non-routine, or high-impact issues to the Executive Director.
• Conduct regular walkthroughs of public, meeting, event, receiving, storage, and back-of-house areas to identify conditions affecting operational readiness, safety, access, or the guest experience.
• Initiate and track routine facilities, maintenance, technology, delivery, and service requests; coordinate access for approved service providers, follow up through completion, and communicate status or delays to the appropriate parties.
• Maintain accurate operational checklists, room diagrams, schedules, issue logs, equipment records, and related documents; identify recurring concerns and recommend practical improvements to routine workflows.

Guest Reception and Front-of-House Support

• Provide courteous and professional front-of-house coverage; welcome and direct faculty, staff, students, and guests, notify hosts of arrivals, and respond to routine questions in accordance with established House protocols.
• Exercise confidentiality, diplomacy, and discretion when handling guest identities, schedules, conversations, materials, and information concerning House operations.
• Respond calmly to unexpected arrivals, time-sensitive requests, or changing priorities; use judgment to address routine matters and consult the Executive Director on access-sensitive or otherwise significant situations.

Shipping, Receiving, Inventory, and Storage

• Receive, log, move, and distribute packages, supplies, and equipment; prioritize time-sensitive items and promptly report damaged, misdirected, or otherwise irregular deliveries.
• Organize, label, and maintain inventory and storage areas so that supplies, dishes, glassware, beverages, furniture, and equipment are orderly, safe, accessible, and ready for use.
• Monitor supply and equipment levels, conduct periodic inventories, and prepare timely replenishment requests or recommendations for management approval.
• Coordinate delivery timing and access, maintain receiving areas, and communicate with internal partners and vendors regarding routine delivery or service issues.

Meeting and Event Logistics

• Independently organize the on-site logistics for one-on-one and other very small, uncatered meetings, including room readiness, snacks and beverages, House-maintained audiovisual equipment, cleanup, dishwashing, and timely reset of the space.
• For larger meetings, dinners, receptions, and ceremonial functions, provide House-side logistical support for events led by University Programs and Events; carry out approved plans, room diagrams, schedules, and assignments.
• Set up, break down, remove, replace, and reset tables, chairs, beverage stations, furniture, and equipment using safe work practices and available assistance or equipment when appropriate.
• Deploy House-maintained audiovisual equipment and provide first-line troubleshooting; elevate unresolved technical issues to the appropriate resource.
• Triage last-minute logistical requests, identify conflicts or constraints, adjust routine work priorities, and communicate issues that may affect event readiness or timing.
• Maintain the organization and readiness of meeting and event supplies, including dishes, glassware, beverages, service items, and audiovisual accessories.

Facilities Support, Upkeep, and Safety

• Monitor building conditions and promptly report or route maintenance, repair, access, or safety concerns; follow through on routine items until the issue is resolved or transferred to the appropriate owner.
• Perform limited light-duty cleaning and immediate upkeep of public, storage, receiving, and back-of-house areas when needed to maintain readiness; coordinate needs beyond the scope of the role with the appropriate support resource.
• Carry out work in accordance with established safety, access, confidentiality, hospitality, and event protocols.
• Perform other related duties and operational projects as assigned.

Minimum Qualifications

• Bachelor's degree and/or its equivalent required.
• Two to four years of related experience in operations, facilities support, hospitality, event logistics, executive support, customer service, or a comparable environment.
• Demonstrated ability to exercise sound judgment, independently triage and prioritize routine requests, manage competing assignments, and consult a supervisor on sensitive or non-routine matters.
• Consistent discretion and confidentiality, with the maturity and professionalism required in executive, academic, residential, and ceremonial settings.
• Strong customer service orientation and the ability to communicate clearly, tactfully, and respectfully with faculty, staff, students, guests, vendors, and University partners.
• Strong organization, attention to detail, follow-through, and recordkeeping skills; ability to maintain orderly spaces, accurate inventories, and reliable operational documentation.
• Dependability, punctuality, and a self-directed work style, with the ability to remain composed and responsive when priorities or schedules change.
• Ability to interpret room diagrams, event schedules, checklists, and written or verbal instructions and to execute established procedures accurately.
• Working proficiency with Microsoft Office and the ability to learn and use service-request, inventory, scheduling, or related operational systems.
• Ability to deploy basic audiovisual equipment and perform first-line troubleshooting.
• Ability to collaborate effectively as part of a team and to distinguish between matters that can be resolved independently and those requiring escalation.

Preferred Qualifications

• Experience supporting facilities operations, event logistics, hospitality, executive or VIP service, or high-profile customer-facing operations.
• Experience in a higher education, ceremonial, residential, or similarly service-intensive environment.
• Experience with receiving and inventory practices, room and furniture setups, and basic audiovisual equipment.

Other Requirements

• This is a physically active role that regularly requires standing, walking, bending, reaching, lifting, carrying, pushing, pulling, and moving furniture, packages, supplies, and equipment.
• The work includes indoor duties and limited outdoor duties and may involve food and beverage setup, dishwashing, storage-area upkeep, and event setup and breakdown.
• The schedule varies based on operational and event needs and may include early mornings, evenings, weekends, and additional hours.
• The role requires the ability to respond to time-sensitive or last-minute needs while maintaining safe practices, service standards, and attention to detail.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.