Operations Coordinator

Austen Riggs; Massachusetts; On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Disability and life insurance

401(k)/403(b) retirement plan

FSAs and Dependent Care accounts

Generous paid time off and holidays

Job summary

Austen Riggs in Stockbridge, MA is seeking an Operations Coordinator to provide administrative support across departments. You will schedule meetings, coordinate activities, distribute communications, file, purchase and manage inventory, and handle vendor relationships and expense reconciliation.

The ideal candidate has an associate degree or related experience, 1–3 years in a fast-paced office or customer service setting, and strong Microsoft 365 skills along with excellent communication.

Qualifications

• Associate’s degree or related experience.
• 1–3 years in a fast-paced office or customer service environment.
• Ability to manage multiple priorities across departments.
• Excellent customer service and written/verbal communication.
• Proficient in calendar management and scheduling meetings.
• Experience with EHR or CRM is a plus.
• Health, retirement and other benefits familiarity.

Responsibilities

• Provide administrative support to multiple departments across the organization.
• Schedule meetings, coordinate activities, and prepare event materials.
• Distribute communications, filing, purchasing and inventory management.
• Vendor management, expenses reconciliation and policy documentation.
• Record meeting minutes and support cross-functional projects.
• Provide reception coverage and shipping/receiving as needed.

Skills

Multitasking

Scheduling

Communication

Customer service

Cross-functional work

Education

Associate’s degree or related experience

Tools

Microsoft 365

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Coordinator

Full Time Clerical Stockbridge, MA, US

5 days ago Requisition ID: 1024

Salary Range: $21.00 To $24.00 Hourly

We are seeking an Operations Coordinator to provide administrative support to multiple departments across the organization. This role is responsible for scheduling meetings, coordinating activities, distributing communications, filing, purchasing and inventory management, vendor management, expense reconciliation, documenting policies and procedures, recording meeting minutes, and performing other general administrative tasks.

This role works in partnership with administrative staff across the organization to provide cross-functional support and coverage when others are away or unavailable. The role also provides reception coverage as needed and handles shipping and receiving for the organization.

What you’ll do:

• Support the operations departments with general administrative duties
• Create inventory management and purchasing systems for organizational supplies.
• Work with vendors to maintain appropriate inventory levels, ensure that proper documentation is received, and follow cost guidelines.
• Schedule meetings, prepare relevant presentations and event materials, and take minutes when appropriate.
• Support company-wide events, including planning, ordering food/caterers and supplies, and ensuring timely payments to vendors.
• Oversee shipping and receiving for the organization.
• Work with departments to document policies and procedures and support the transition from paper-based processes to a digital work environment.
• Scan historical files and create comprehensive filing systems for various departments.
• Provide coverage at the reception desk as needed.
• As part of the administrative team, provide cross-functional support when staff members are away or during major projects.
• Take on other projects as necessary.

What we are looking for:

• Associate’s degree or related experience
• One to three years of experience in a fast-paced office or customer service environment
• Ability to manage multiple priorities and support more than one department
• Excellent customer service and communication skills (verbal and written)
• Ability to juggle calendars, schedule meetings, track deadlines, and coordinate across multiple departments
• Proficiency with Microsoft 365 applications
• Prior experience with electronic health record (EHR) system or Customer Relations Management (CRM) system is a plus
• Health Insurance: Medical, Dental and Vision
• Disability & Life Insurance
• Retirement plan 403(b) with generous employer contribution
• Flexible spending and Dependent Care accounts
• Generous paid time off and 12 paid holidays