Operations & Facilities Coordinator

The Nature Conservancy; Charlottesville (VA); On-site; USD 60,000 - 67,000; Full time

Job summary

The Nature Conservancy in Charlottesville, VA is seeking an Operations Specialist to provide in‑person administrative, logistical, and operational support for the office. You will handle procurement, events, IT, facilities, and records management, coordinating with teams to meet program priorities.

Ideal candidates have strong communication, planning, and collaboration skills, with experience managing multiple projects and coordinating complex operations in a nonprofit setting.

Qualifications

• Bachelor’s degree and 2 years related experience or equivalent.
• Experience coordinating operational, administrative or business processes.
• Experience managing multiple projects and competing priorities.
• Experience organizing meetings, events, or operational logistics.
• Experience working across teams and communicating with a wide range of people

Responsibilities

• Act independently on assigned tasks and exercise independent judgment.
• Receive, process, and distribute mail.
• Process incoming checks for multiple departments, including document scanning.
• Monitor and provide phone reception services.
• Manage the organization’s email address and Outlook mailing lists.
• Respond to routine staff and stakeholder questions and provide information about established processes, systems, resources, and Business Unit activities.
• Financial responsibility includes purchasing, processing invoices and reimbursements, negotiating and contracting with vendors, preparing and submitting expense reports, and participating in budget preparation.
• Assist with administrative/project support for other teams as needed and as capacity exists.
• Maintain office systems, equipment, and vendor relationships including multi‑function printer, Sonitrol security system and appliances.
• Serve as the primary liaison with the building landlord to address facility, parking, and vehicle issues, as well as communicate landlord notices to staff.
• Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive, high‑trust working relationships.
• Coordinate special events, including managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness.
• Provide reception support during office events and meetings.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Demonstrate sensitivity in handling confidential information.
• Support local vehicle fleet operations, including maintaining state registrations, insurance cards, and related documentation.
• Support laptop distribution for new staff and replacement devices.
• Serve as the primary Notary Public supporting the Charlottesville office; and
• Coordinate staff recognition and gift distribution for employee work anniversaries.

Skills

Operational coordination

Administrative processes

Project management

Meeting logistics

Cross-team collaboration

Communication skills

Education

Bachelor’s degree

Tools

Outlook

Job description

The Nature Conservancy in Charlottesville, VA is seeking an Operations Specialist to provide in‑person administrative, logistical, and operational support for the office. You will handle procurement, events, IT, facilities, and records management, coordinating with teams to meet program priorities.

Ideal candidates have strong communication, planning, and collaboration skills, with experience managing multiple projects and coordinating complex operations in a nonprofit setting.