Operations Administrator

1440 Multiversity; Scotts Valley (CA); Sur place; USD 56 000 - 80 000; Plein temps

Résumé du poste

1440 Multiversity is seeking an Operations Administrator to provide essential administrative and operational support across Operations, Facilities, and Housekeeping. You will help manage calendars, prepare materials, track actions, and ensure projects stay on track.

The role involves coordinating purchasing, vendor relationships, work order systems, and reporting, while maintaining documentation and compliance.

Qualifications

• Minimum three years of experience in an administrative, operations, hospitality, facilities, project coordination, or related role.
• Strong organizational, planning, and prioritization skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and digital recordkeeping systems.
• Ability to work independently while managing multiple priorities and deadlines.

Responsabilités

• Provide direct administrative and operational support to Operations, Facilities, and Housekeeping leadership.
• Manage calendars, meetings, recurring workflows, departmental schedules, and operational priorities.
• Prepare meeting agendas, presentations, communications, and supporting materials.
• Capture meeting notes, track action items, and ensure timely follow-through on key initiatives.
• Help maintain visibility and accountability across multiple operational projects and priorities.
• Coordinate purchasing activities for equipment, supplies, uniforms, and operational materials.
• Track orders, deliveries, invoices, contracts, and vendor documentation.
• Support invoice processing, expense tracking, and operational reporting.
• Serve as a primary point of contact for vendors and contractors, coordinating scheduling, communication, and site access.
• Assist leadership with competitive bid processes, vendor evaluations, and contract administration.
• Support administration of work order systems, including tracking, prioritization, reporting, and completion follow-up.
• Maintain preventative maintenance schedules, inspection records, certifications, and compliance documentation.
• Organize and maintain standard operating procedures, operational documentation, and departmental records.
• Support inventory management systems, operational databases, and shared departmental tracking tools.
• Help streamline workflows and improve organizational efficiency across operational departments.
• Conduct research and gather information to support operational improvements and purchasing decisions.
• Maintain organized filing systems and ensure information remains current, accurate, and accessible.
• Support operational projects and campus initiatives from planning through completion.
• Coordinate onboarding logistics, including uniforms, supplies, workspace readiness, and departmental setup.
• Assist leadership with operational documentation and confidential employee records.
• Support communication and coordination across multiple operational teams.

Connaissances

Organization

Planning

Prioritization

Communication

Independent work

Outils

Microsoft Office

Digital recordkeeping

Description du poste

Operations Administrator

About Us

At 1440 Multiversity, we are more than a workplace – we are a learning destination where energy, discovery, and creativity flourish. Everything we do is grounded in our vision: Creating hope for living well.

Our work comes to life through five learning pillars: Live Well, Lead Well, Love Well, Work Well, and Wonder Well. These principles guide how we care for our guests, support one another, and create meaningful experiences every day.

Why Work Here

Great operations don't happen by accident.

Behind every exceptional guest experience is a team of people who create structure, solve problems, and keep countless moving pieces aligned. This role sits at the center of that work.

If you're someone who enjoys bringing order to complexity, building systems that help teams succeed, and ensuring important details never fall through the cracks, you'll find meaningful opportunities to make an impact here.

When you join 1440, you'll be part of a collaborative team that:

• Values initiative, ownership, and follow-through
• Encourages process improvement and continuous learning
• Invests in professional growth and cross-functional development
• Believes strong systems create better experiences for both guests and employees
• Supports a culture built on hospitality, accountability, and teamwork

Position Summary

The Operations Administrator is a key member of the Operations, Facilities, and Housekeeping teams, providing administrative, organizational, and project support that helps departments operate efficiently and effectively.

This role serves as a trusted partner to the Director of Operations and Director of Facilities & Safety by coordinating purchasing activities, vendor relationships, work order systems, reporting, operational documentation, scheduling, and departmental projects.

Success in this role requires exceptional organization, strong communication skills, attention to detail, and the ability to manage multiple priorities simultaneously. The ideal candidate enjoys creating structure, improving processes, and ensuring operational teams have the information and resources they need to succeed.

What You'll Lead & Own

Administrative & Operational Support

• Provide direct administrative and operational support to Operations, Facilities, and Housekeeping leadership
• Manage calendars, meetings, recurring workflows, departmental schedules, and operational priorities
• Prepare meeting agendas, presentations, communications, and supporting materials
• Capture meeting notes, track action items, and ensure timely follow-through on key initiatives
• Help maintain visibility and accountability across multiple operational projects and priorities

Purchasing, Vendors & Financial Coordination

• Coordinate purchasing activities for equipment, supplies, uniforms, and operational materials
• Track orders, deliveries, invoices, contracts, and vendor documentation
• Support invoice processing, expense tracking, and operational reporting
• Serve as a primary point of contact for vendors and contractors, coordinating scheduling, communication, and site access
• Assist leadership with competitive bid processes, vendor evaluations, and contract administration

Facilities & Operational Systems

• Support administration of work order systems, including tracking, prioritization, reporting, and completion follow-up
• Maintain preventative maintenance schedules, inspection records, certifications, and compliance documentation
• Organize and maintain standard operating procedures, operational documentation, and departmental records
• Support inventory management systems, operational databases, and shared departmental tracking tools

Process Improvement & Project Coordination

• Help streamline workflows and improve organizational efficiency across operational departments
• Conduct research and gather information to support operational improvements and purchasing decisions
• Maintain organized filing systems and ensure information remains current, accurate, and accessible
• Support operational projects and campus initiatives from planning through completion

Team & Onboarding Support

• Coordinate onboarding logistics, including uniforms, supplies, workspace readiness, and departmental setup
• Assist leadership with operational documentation and confidential employee records
• Support communication and coordination across multiple operational teams

What It Takes to Be Successful Here

• You are exceptionally organized and naturally detail-oriented
• You enjoy creating systems, processes, and structure that help teams work more effectively
• You can manage multiple priorities without losing sight of important details
• You take initiative and proactively solve problems before they become obstacles
• You communicate professionally and build strong working relationships across departments
• You maintain confidentiality and exercise sound judgment when handling sensitive information
• You enjoy supporting others and take pride in helping teams succeed behind the scenes

Qualifications

Required

• Minimum three years of experience in an administrative, operations, hospitality, facilities, project coordination, or related role
• Strong organizational, planning, and prioritization skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and digital recordkeeping systems
• Ability to work independently while managing multiple priorities and deadlines

Preferred

• Experience supporting facilities, operations, hospitality, or maintenance teams
• Experience with purchasing, vendor coordination, contract administration, or work order systems
• Conversational Spanish or bilingual English/Spanish proficiency
• Experience supporting cross-functional projects and operational initiatives

What Makes This Role Unique

This position provides exposure to nearly every aspect of campus operations. One day you may be coordinating vendor contracts and tracking facility projects; the next, supporting onboarding efforts, improving workflows, or helping leadership execute a major operational initiative.

For someone who enjoys variety, ownership, and making a meaningful impact through organization and operational excellence, this role offers a unique opportunity to contribute across multiple departments while helping support the overall success of the campus