Operations Coordinator - Multisite Ops & Vendor Support

Boys & Girls Club; San Juan (PR); On-site; USD 33,000 - 41,000; Full time

Job summary

Boys & Girls Clubs of Puerto Rico seeks an Operations Coordinator in San Juan to provide administrative and operational support across the Operations Department, ensuring efficient daily activities and accurate recordkeeping.

The role involves overseeing operations in Vieques with weekly travel to coordinate and execute activities, manage calendars and documents, and support budgets and vendor relationships. Strong bilingual English/Spanish communication is required.

Qualifications

• Bachelor's Degree in Business Administration, Office Administration, Operations Management, or related field preferred.
• Minimum of 2-3 years of administrative, operational, or office support experience.
• Experience supporting multiple priorities in a fast-paced environment.
• Nonprofit experience is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Excellent written and verbal communication skills in English and Spanish.
• Attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Strong customer service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving and follow-through skills.
• Ability to work independently and collaboratively within a team environment.

Responsibilities

• Provide administrative and operational support to the Operations Department to ensure efficient daily operations.
• Oversee operations in Vieques, including weekly travel to the island to ensure effective coordination, execution, and follow-up of operational activities.
• Manage calendars, schedules, meetings, and departmental appointments, including preparation of agendas and supporting materials.
• Prepare, organize, and maintain operational documents, reports, forms, correspondence, and departmental records.
• Track departmental projects, action items, and deadlines to support timely completion and follow-up.
• Process purchase requisitions, purchase orders, invoices, payments, reimbursements, and other operational transactions in accordance with organizational procedures.
• Maintain accurate records of contracts, permits, licenses, vendor information, and compliance documentation.
• Coordinate communications and follow-up with vendors, contractors, service providers, and internal departments.
• Support the administration and monitoring of departmental budgets, expenses, and financial documentation.
• Assist with the collection, organization, and submission of operational reports and required documentation.
• Coordinate facility-related requests, maintenance activities, service schedules, and operational work orders.
• Provide logistical support for meetings, trainings, special projects, events, and operational initiatives.
• Monitor the status of operational requests and ensure timely resolution through effective follow-up.
• Maintain departmental filing systems and ensure accuracy, confidentiality, and accessibility of records.
• Serve as a point of contact for operational inquiries and facilitate communication among internal and external stakeholders.
• Perform other duties, projects, and assignments that support the goals and objectives of the Operations Department.

Skills

Bilingual English/Spanish

Microsoft Office Suite

Organizational skills

Verbal and written communication

Team collaboration

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

MS Teams

Job description

Boys & Girls Clubs of Puerto Rico seeks an Operations Coordinator in San Juan to provide administrative and operational support across the Operations Department, ensuring efficient daily activities and accurate recordkeeping.

The role involves overseeing operations in Vieques with weekly travel to coordinate and execute activities, manage calendars and documents, and support budgets and vendor relationships. Strong bilingual English/Spanish communication is required.