Operations Coordinator

National Black Theatre; New York (NY); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Generous PTO

Job summary

National Black Theatre seeks an Operations Coordinator to support the Operations Team and the organization in daily transactions and logistics. This in-person, full-time role will be the first point of contact, welcoming staff and visitors and fostering a culture of care across NBTheatre’s venues.

Reporting to the Operations Manager, the pay rate is $25-26/hour plus benefits. The role covers facilities, finance, HR and production support, including calendar management, vendor payments, and staff

Qualifications

• 1–2 years of administrative experience in non-profit or arts sector preferred.
• Excellent organizational and planning skills with keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize effectively.
• Proficiency with Google Suite and Microsoft Office.
• Familiarity with Slack and DocuSign.

Responsibilities

• Open and close the office daily; keep space functional, clean and stocked.
• Organize storage and supervise routine maintenance tasks.
• Process receipts, vendor payments and record-keeping for monthly closures.
• Manage subscriptions and user profiles for office tools (e.g., Zoom, Slack).
• Coordinate staff onboarding/offboarding with HR and support cross-department meetings.

Skills

Organizational skills

Communication skills

Multitasking

Discretion

Attention to detail

Tools

Slack

DocuSign

Google Suite

Microsoft Office

Job description

Core Values Statement: Since its founding in 1968, National Black Theatre (NBT) has continuously served as a hub for the next generation of Black theatre artists by providing training, creative development and opportunities to showcase their work. Over its history, NBT has maintained its strong commitment to helping to bring underrepresented voices to the forefront that provide fresh, diverse perspectives on critical issues of equity and social justice. Currently, NBT is completing a major capital redevelopment project that will enable it to sustain and grow its mission exponentially.

Job Summary: The Operations Coordinator supports both the Operations Team and the organization overall (staff of ~18) in ensuring that day-to-day transactions and logistics run smoothly and the physical spaces are in a state to support comfort and productivity. The Operations Coordinator often acts as the first point of contact, actively welcoming staff and visitors and should bring an inviting presence to their everyday work, helping to implement a true ‘culture of care’ across NBT’s active venues. The Operations Coordinator will have visibility into the 360 degree view of how a visionary arts nonprofit operates, across areas of finance, facilities, HR, programs and production. This is a full time, non-exempt, in-person role reporting to the Operations Manager. The pay rate is $25-26/hour plus benefits including health insurance and generous PTO.

Responsibilities: The responsibilities of Operations Coordinator include but are not limited to:

Facilities / IT

• Manage office opening and closing daily, ensuring the space is functional, clean, organized and well-stocked.
• Organize storage of items in NBT’s office and auxiliary spaces
• Supervise routine maintenance tasks, such as weekly cleaning.
• Manage supply orders, maintain inventory, and coordinate storage of items.
• Handle incoming mail and packages to ensure prompt delivery to intended recipients.
• Offer initial support for individual and shared equipment / technology issues.
• Be present at the theater site as needed to welcome visitors, distribute materials, coordinate exchange of keys, etc.

Finance / Administration / Systems

• Collect and submit receipts, ensuring accurate monthly book closures, across departments.
• Facilitate timely payments to vendors, contractors, and freelance artists.
• Manage NBT’s subscriptions and user profiles for office tools (e.g., Zoom, Slack).
• Organize NBT’s physical and digital filing systems, for documents such as contracts, insurance policies, and personnel materials.
• Coordinate Operations team meetings: create agendas, manage team calendars.
• Update onsite calendar for all office-wide events.
• Monitor and redistribute requests coming into general inboxes (e.g., info@) as necessary

HR / Culture / Cross-team Support

• Organize staff events, such as outings, potlucks and retreats (with HR Manager).
• Support with hiring, staff onboarding and offboarding procedures.
• Coordinate staff appreciation gestures, like birthday cards and celebrations of achievements.
• Gather required staff documents, such as benefit enrollments and compliance forms.
• Support in researching professional development opportunities for staff.
• Participate in cross-departmental meetings, documenting and disseminating notes.
• Act as a thought partner in brainstorming/implementing operational enhancements to boost efficiency, capacity, and promote a healthy office culture.

Qualifications

• Deep appreciation for NBT’s mission and approach to Black liberation
• 1-2 years of administrative experience, preferably in the non-profit and/or arts sector
• Excellent organizational and planning skills with keen attention to detail
• Experience handling sensitive matters with discretion
• Excellent communication and interpersonal skills
• Ability to multitask and prioritize effectively
• Proficiency in Google Suite and Microsoft Office
• Familiarity with office tools such as Slack and DocuSign