Operations & Facilities Lead: Events, Logistics & Compliance

The Nature Conversancy; 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 local office. You will help manage procurement, events, IT, records, and facilities, collaborating with staff and vendors to keep day-to-day operations running smoothly.

You will coordinate office processes, maintain records, support onboarding and staff engagement, and assist with budgets and vendor relations.

Qualifications

• Bachelor’s degree and 2 years related experience or equivalent combination.
• 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 based on analysis and experience, referring difficult questions and unusual problems to supervisor;
• 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

Operations coordination

Project management

Event logistics

Cross-team communication

Education

Bachelor’s degree

Job description

The Nature Conservancy in Charlottesville, VA is seeking an Operations Specialist to provide in-person administrative, logistical, and operational support for the local office. You will help manage procurement, events, IT, records, and facilities, collaborating with staff and vendors to keep day-to-day operations running smoothly.

You will coordinate office processes, maintain records, support onboarding and staff engagement, and assist with budgets and vendor relations.