Operations Coordinator

IVI RMA GLOBAL; Basking Ridge (NJ); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401K Plan

Paid Time Off & Holidays

Life Insurance & LTD & AD&D

Flexible Spending Accounts

Employee Assistance Program

Tuition Reimbursement

Job summary

IVIRMA Global is seeking an Operations Coordinator to provide onsite and network-wide administrative and facilities support. You will act as a key contact for employees, vendors, and building personnel, coordinating facilities, access, maintenance, logistics, and emergency support across North American locations.

The role requires at least 5 years of relevant experience, strong MS Office skills, and a proven ability to manage multiple tasks in a fast-paced environment.

Qualifications

• Associates Degree Preferred but work experience acceptable.
• Minimum 5 years’ relevant work experience.
• Basic computer skills; Word, Excel and email are required.
• Knowledge of office procedures and office machines (i.e., computer, fax, copier).

Responsibilities

• Maintain accurate administrative files for vendors, contacts, site records and documentation.
• Serve as onsite Headquarters contact for the Business Operations team and provide in-person support.
• Coordinate deliveries, receiving and onsite logistics with vendors.
• Respond to internal ticketing system and operational emails, escalate as needed.
• Oversee access, alarm systems, and master key controls; support safety and security.

Skills

MS Office

Office procedures

Computer basics

Education

Associate degree preferred

Tools

Office machines

Job description

Location

Basking Ridge

Supervisor/Reporting to

Operations Manager

Job Purpose

The Operations Coordinator provides onsite and network-wide administrative and facilities support to ensure safe, efficient, well-maintained, and responsive workplace operations. Serve as a key point of contact for employees, vendors, building personnel, and operational requests while coordinating facilities, access, maintenance, logistics, and emergency support across North American locations.

Essential Functions And Accountabilities

• Maintain accurate and up-to-date administrative files for vendors, operational contacts, site records, and related documentation.
• Serve as the onsite Headquarters contact for the Business Operations team, providing in-person operational support and representing the team to employees, vendors, visitors, and building personnel.
• Coordinate deliveries, receiving, and related onsite logistics, including communication and coordination with vendors.
• Serve as the first line of response for the internal ticketing system and operational email requests, ensuring requests are appropriately addressed, escalated, and resolved in a timely manner.
• Partner with landlord and building maintenance personnel to ensure RMA standards for office security, environmental and climate controls, lighting, cleanliness, and overall facility conditions are consistently maintained.
• Administer the access and alarm systems, including adding and removing employee access codes, managing passwords, and establishing and maintaining appropriate response procedures for alarm notifications.
• Oversee and coordinate maintenance requests across all locations within the North American network, proactively identifying cost-efficient vendors and ensuring effective vendor administration and service delivery.
• Assist with the oversight and coordination of renovation, facilities, and office maintenance projects as directed.
• Assist with the maintenance and administration of telephone and communication systems.
• Maintain and administer the master key system, including appropriate tracking and access controls.
• Respond to operational emergencies and facility-related incidents to support the safety and well-being of employees, patients, visitors, and other personnel.
• Foster an internal communication environment that promotes open, accurate, timely, and two-way communication of information, ideas, questions, and concerns.

Academic Training

• Associates Degree Preferred but work experience acceptable

Position Requirements/Experience

• Minimum 5 years’ relevant work experience

Technical Skills

Basic computer skills; word, excel and email - required

• Knowledge of office procedure and office machines (i.e., computer, fax, copier, etc.).

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

About IVIRMA Global

IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science.

Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/

EEO

“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”