Office Operations & Logistics Lead

The Nature Conservancy (All); Charlottesville (VA); On-site; USD 60,000 - 67,000; Full time

Job summary

The Nature Conservancy in Charlottesville, VA is seeking an Operations Specialist to provide in-person administrative, logistical, and operational support for the office. You’ll help with procurement, special events, meetings, IT, facilities, and records management as part of a collaborative team.

You will coordinate operational processes, track deliverables, and communicate with stakeholders to keep activities on schedule.

Qualifications

• Bachelor’s degree and 2 years related experience or equivalent combination.
• Experience coordinating operational, administrative or business processes.
• Experience managing multiple projects and competing priorities.
• Experience organizing meetings, events, or operational logistics; and
• Experience working across teams and communicating with a wide range of people

Responsibilities

• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions to supervisor.
• Receive, process, and distribute mail.
• Process incoming checks for multiple departments, including document scanning.
• Monitor and provide phone reception services.
• Manage the organization’s email address and Outlook mailing lists.
• Respond to routine staff and stakeholder questions and provide information about established processes, systems, resources, and Business Unit activities.
• Financial responsibility includes purchasing, processing invoices and reimbursements, negotiating and contracting with vendors, preparing and submitting expense reports, and participating in budget preparation.
• Assist with administrative/project support for other teams as needed and as capacity exists.
• Maintain office systems, equipment, and vendor relationships including multi-function printer, Sonitrol security system and appliances.
• Serve as the primary liaison with the building landlord to address facility, parking, and vehicle issues, as well as communicate landlord notices to staff.
• Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive, high-trust working relationships.
• Coordinate special events, including managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness.
• Provide reception support during office events and meetings.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Demonstrate sensitivity in handling confidential information.
• Support local vehicle fleet operations, including maintaining state registrations, insurance cards, and related documentation.
• Support laptop distribution for new staff and replacement devices.
• Serve as the primary Notary Public supporting the Charlottesville office; and
• Coordinate staff recognition and gift distribution for employee work anniversaries.

Skills

Project coordination

Operations coordination

Event planning

Cross-team communication

Education

Bachelor’s degree

Tools

Outlook

Job description

The Nature Conservancy in Charlottesville, VA is seeking an Operations Specialist to provide in-person administrative, logistical, and operational support for the office. You’ll help with procurement, special events, meetings, IT, facilities, and records management as part of a collaborative team.

You will coordinate operational processes, track deliverables, and communicate with stakeholders to keep activities on schedule.