Operations Coordinator IV

Spectraforce Technologies; Cupertino (CA); On-site; USD 55,000 - 78,000; Part time

Job summary

Spectraforce Technologies is seeking an Operations Coordinator IV for our Cupertino, CA location. This part‑time role (24 hours/week: Tue–Thu) focuses on serving as the operational backbone, managing cross‑functional coordination, asset tracking, inventory, and space planning for multiple buildings.

The position requires strong communication, discretion, and organizational skills, with the ability to work autonomously in a fast‑paced environment and interact with stakeholders at all levels.

Qualifications

• Superior written and verbal communication skills throughout all levels of the org.
• Excellent judgment, discretion and diplomacy in sensitive situations.
• Outstanding organizational skills and meticulous attention to detail.
• Ability to autonomously manage multiple concurrent projects.

Responsibilities

• Coordinate day-to-day operations across multiple buildings and partners.
• Manage equipment and asset tracking with cross‑functional teams.
• Oversee inventory of snacks, beverages, and office supplies to keep spaces stocked.
• Maintain conference room readiness and AV issue routing as needed.
• Ensure facilities standards and service ticket workflows across offices.
• Support space planning and seating audits, and assist with large office moves.
• Provide overflow support to executive admin tasks, including event coordination.

Skills

Clear communication

Executive discretion

Organizational skills

Independent work

Prioritization

Asset/inventory systems

Productivity tools

Tools

Oomnitza

Calendar

Pages

Numbers

Keynote

Slack

Job description

Job Title: Operations Coordinator IV

Location: Cupertino, CA

Duration: 12 Months

Part time (24 hours per week) (8 hours each day, Tuesday, Wednesday, Thursday)

Overview

The Services Operations team is seeking an exceptionally organized, self‑motivated Operations Coordinator to serve as the operational backbone and primary point of contact for our Cupertino‑based teams. This is a high‑visibility role that requires professionalism, discretion, tact, and diplomacy, as this person will engage with all levels of the organization while navigating a wide range of personalities and priorities. Success in this role depends on building and maintaining strong relationships with key partners and requires a proactive, forward‑thinking approach, outstanding communication and prioritization skills, and the ability to thrive within a dynamic, fast paced environment.

Responsibilities

• Ensure seamless day‑to‑day operations across multiple buildings by proactively addressing needs and resolving issues quickly and effectively through direct coordination with SRM, Facilities, IS&T, Security, Janitorial, cross‑functional business teams, and outside vendors.
• Partner with the Culver City‑based Ops Coordinator to manage equipment for the entire global Ops organization. This includes receiving and vetting equipment requests, submitting orders in accordance with Apple policy, tracking shipments, managing loaner device distribution, and upholding meticulous asset tracking for all Apple‑owned equipment
• Oversee comprehensive inventory management by tracking, ordering, and stocking snacks, beverages, and office supplies, ensuring all common spaces remain fully stocked and organized.
• Coordinate and manage conference room logistics by ensuring rooms are meeting‑ready and well‑maintained, filing requests for AV‑related issues as they arise, and helping manage conference room calendars as needed
• Ensure consistent facilities standards across all offices by submitting and managing service tickets, checking mailrooms regularly to ensure packages are delivered promptly, and partnering closely with the Facilities Building Manager to lead routine walkthroughs of all office areas and specialty spaces
• Lead and support space planning initiatives by owning the ongoing accuracy of seating charts through regular audits and supporting complex, large‑scale office moves
• Provide overflow support to the executive admin team by absorbing delegated projects and tasks as needed, such as event coordination and facilitation, catering orders and delivery, and escorting external visitors

Key Qualifications

• 7-10 years of relevant experience, either as an Operations Coordinator or in a similar high‑responsibility administrative or operations role.
• Experience managing vendor and stakeholder relationships in a fast‑paced, cross‑functional environment
• Experience managing equipment or asset tracking processes, such as order submission, shipment tracking, and inventory reconciliation
• Experience supporting facilities operations or space planning projects, such as office moves, seating logistics, or similar large‑scale coordination efforts

Required Skills

• Superior written and verbal communication skills, with the professionalism to represent the organization at every level
• Exceptional judgment, discretion, and diplomacy in navigating sensitive situations and diverse personalities, with the ability to know when to act independently and when to elevate
• Exceptional organizational skills and problem‑solving ability, with acute attention to detail
• Ability to operate autonomously and manage multiple concurrent projects with a high level of efficiency
• Strong prioritization skills with the flexibility to adapt to evolving demands in a fast‑paced, rapidly changing environment
• Comfortable learning and using established inventory/asset management systems (e.g., Oomnitza), with the ability to create ad hoc tracking systems as needed
• Proficiency with productivity tools (e.g., Calendar, Pages, Numbers, Keynote) and collaboration platforms such as Slack

Physical Requirements

Capable of safely handling and transporting items weighing up to 30 pounds