Office & Operations Coordinator

Priority Dispatch Corp.; Northern, New York (KY, NY); Hybrid; USD 31,000 - 44,000; Part time

Job summary

Roads to Success, Inc. seeks an Office & Operations Coordinator to support day-to-day administrative and operational tasks.

The role is a part-time, in-office position that ensures a welcoming, organized workplace, handles mail, visits, and meeting logistics, and assists with invoicing and vendor coordination. The successful candidate will have strong organizational skills, experience in office administration, and the ability to multitask in a busy environment while maintaining confidentiality

Qualifications

• High school diploma or equivalent required.
• 1–3 years in office administration or related field preferred.
• Experience with invoicing, billing, or expense documentation is a plus.
• Strong organizational, time-management, and communication skills.

Responsibilities

• Maintain a professional, welcoming, organized in-person office.
• Greet visitors, route inquiries, and manage mail and deliveries.
• Coordinate conference room usage and meeting logistics.
• Assist with invoicing, billing, and expense documentation tasks.
• Support vendor coordination and cross-functional administrative tasks.

Skills

Organizational skills

Time management

Written and verbal communication

Dependability and reliability

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

# Office & Operations CoordinatorNEW YORK, NY 10018## OverviewSalary Range$27.00 - $27.00 HourlyLevelExperiencedPosition TypePart TimeEducation LevelHigh SchoolCategoryAdmin - Clerical## DescriptionOffice & Operations CoordinatorOUR MISSIONOur mission is to inspire and empower all young people to take control of their future.OUR VISIONWe envision a world where everyone has access to an equitable path to success.POSITION SUMMARYThe Office & Operations Coordinator supports the day-to-day administrative and operational functions of Roads to Success, Inc. This position serves as a consistent in-person presence at the organization’s office and helps ensure that the workplace is organized, welcoming, functional, and prepared to support staff, visitors, meetings, and organizational activities.The Coordinator is expected to demonstrate strong situational awareness, sound judgment, and the ability to anticipate the needs of a busy office environment. This includes monitoring activity in and around the office, assisting staff and visitors as they enter and exit the workplace, coordinating conference room usage and meeting logistics, maintaining office supplies, and ensuring that shared spaces are prepared and properly maintained.In addition to office coordination, the position provides cross-functional operational support, including assistance with invoicing, billing documentation, expense tracking, vendor coordination, and other administrative functions that support the organization’s business operations.ORGANIZATIONAL ROLEDepartment: Operations / Administration Reports To: Chief Administrative Officer or Designee Schedule: Monday–Friday, 10:00 a.m.–3:00 p.m. Hours: 25 hours per weekRate:$27/HR Work Arrangement: Fully in-person at RTS headquarters Classification: Part-time, non-exempt Union Status: Non-union Benefits: This position is not eligible for RTS’s standard employee benefits package, subject to applicable plan terms and legally required benefits or leave.PRIMARY RESPONSIBILITIESOffice & Front-Office Coordination* Maintain a professional, welcoming, organized, and functional office environment.* Serve as a consistent point of contact for staff, visitors, vendors, and guests entering the office.* Maintain awareness of staff and visitor activity in and out of the workplace.* Greet and assist visitors and direct them to the appropriate staff member or department.* Receive and distribute mail, packages, deliveries, and other incoming materials.* Respond to general office inquiries and direct questions or requests to the appropriate staff member.* Monitor common areas and identify office needs or issues that require attention.* Maintain overall office housekeeping and organization including kitchen upkeep, and general tidiness.* Assist with maintaining office supplies and ensuring commonly used materials are available.* Help ensure that shared office areas remain organized and ready for daily use.Meeting & Organizational Support* Monitor the daily conference room schedule and help prevent scheduling conflicts.* Provide logistical and administrative support for staff, leadership, Board of Directors, committee, and other organizational meetings.* Prepare meeting spaces, materials, refreshments, technology, and other logistical arrangements as requested.* Coordinate room readiness before meetings and restore meeting spaces following meetings.* Support occasional organizational events and meetings occurring outside the employee’s regular schedule.* Anticipate meeting-related needs and communicate any concerns or logistical issues promptly.Office Facilities & Supplies* Help maintain a clean, organized, and productive office environment.* Monitor office supplies and communicate replenishment needs.* Report office maintenance, equipment, or facility concerns to the appropriate staff member.* Assist with troubleshooting minor office issues, including printers, copiers, postage equipment, and other common office equipment.* Maintain awareness of office safety, functionality, and general appearance.Administrative & Operations Support* Provide general administrative support to the Operations team and other departments as assigned.* Assist with preparing, organizing, scanning, copying, filing, and maintaining documents and records.* Assist with internal meetings, organizational events, and other activities requiring administrative or logistical support.* Maintain organized administrative records and documentation.* Support the development and maintenance of efficient administrative processes.* Identify routine operational needs and communicate them to the Chief Administrative Officer or designee.* Provide administrative support for special projects and organizational priorities as assigned.Invoicing, Billing & Cross-Functional Operations Support* Provide administrative support related to organizational invoices and billing.* Receive, organize, and maintain invoices and supporting documentation.* Review invoices for completeness and route them to the appropriate staff member for approval and processing.* Assist with maintaining accurate invoice and billing records.* Assist with tracking outstanding invoices and following up with appropriate internal staff or vendors when necessary.* Organize receipts, purchase documentation, and other records supporting organizational expenses.* Support Operations and Finance with administrative tasks related to vendor payments, billing, and expense documentation.* Maintain confidentiality and discretion when handling financial and organizational information.* Assist with other cross-functional operational projects as assigned.COMMUNICATION & INTERPERSONAL ATTRIBUTES* Communicates clearly, professionally, and courteously with staff, visitors, vendors, and external contacts.* Demonstrates strong situational awareness and sound judgment.* Anticipates office and operational needs and takes appropriate action.* Demonstrates reliability, punctuality, and consistent attendance.* Maintains a professional and welcoming demeanor in a busy office environment.* Demonstrates strong organizational skills and attention to detail.* Is able to manage multiple priorities and shift between administrative and operational responsibilities.* Works effectively both independently and as part of a team.* Maintains confidentiality when handling sensitive organizational, financial, or personnel information.* Demonstrates flexibility and a willingness to support changing organizational needs.QUALIFICATIONS* High school diploma or equivalent required.* 1–3 years of experience in office administration, operations, customer service, administrative support, or a related field preferred.* Experience with invoicing, billing, expense documentation, or administrative finance processes preferred.* Strong organizational and time-management skills.* Proficiency with Microsoft Office, including Word, Excel, and Outlook.* Strong written and verbal communication skills.* Ability to work independently and collaborate effectively with multiple departments.* Strong attention to detail and follow-through.* Ability to maintain confidentiality and exercise discretion.* Ability to work in person Monday through Friday during the assigned 10:00 a.m.–3:00 p.m. schedule.PHYSICAL REQUIREMENTS* Ability to perform routine office duties, including standing, walking, filing, organizing materials, and assisting with meeting setup.* Ability to lift and carry routine office supplies and materials as reasonably required.WORKING ARRANGEMENTThis is a part-time, fully in-person position scheduled for 25 hours per week, Monday through Friday, from 10:00 a.m. to 3:00 p.m.The position is designed to provide a consistent daily operational presence during RTS’s regular office hours of 10:00 a.m. to 6:00 p.m. The Coordinator will be present during the core portion of the workday when staff, visitors, vendors, meetings, deliveries, and other office activity are taking place.The regular schedule is five hours per day, five days per week. Any changes to the regular schedule must be approved by the supervisor and remain consistent with the part-time classification and applicable organizational policies.BENEFITS & EMPLOYMENT STATUSThis is a part-time position scheduled for 25 hours per week and is not eligible for RTS’s standard full-time employee benefits package, subject to the terms of applicable benefit plans and legally required benefits or leave.EQUAL OPPORTUNITY EMPLOYERRoads to Success, Inc. is committed to fostering an inclusive workplace that embraces diversity. All qualified candidates will be considered without regard to race, color, religion, gender, national origin, disability, protected veteran status, or any other characteristic protected by law.DISCLAIMERThis job description outlines the primary responsibilities and expectations of the Office & Operations Coordinator. Duties may evolve to meet the needs of the organization. The staff member must be able to perform the essential functions of the position, with or without reasonable accommodation. Reasonable accommodation will be provided to support employees with disabilities in fulfilling their job responsibilities.