Operations & Logistics Coordinator

Nature; Charlottesville (VA); Sur place; USD 60 000 - 67 000; Plein temps

Résumé du poste

The Nature Conservancy’s Charlottesville office seeks an Operations Specialist to provide in-person administrative, logistical, and operational support, covering procurement, events, IT, facilities, and records management. You’ll coordinate processes, manage vendor relations, and support staff with onboarding and communications.

You will also handle mail, banking tasks, server and equipment support, Notary duties, and liaison with the building landlord, while ensuring compliance with policies

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.

Responsabilités

• 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.
• Serve as the primary Notary Public supporting the Charlottesville office.
• Coordinate staff recognition and gift distribution for employee work anniversaries.

Connaissances

Administrative skills

Procurement

Event coordination

Facilities management

IT support

Records management

Vendor management

Budgeting

Formation

Bachelor’s degree or equivalent

Outils

Outlook

Sonitrol security system

Multi-function printer

Description du poste

The Nature Conservancy’s Charlottesville office seeks an Operations Specialist to provide in-person administrative, logistical, and operational support, covering procurement, events, IT, facilities, and records management. You’ll coordinate processes, manage vendor relations, and support staff with onboarding and communications.

You will also handle mail, banking tasks, server and equipment support, Notary duties, and liaison with the building landlord, while ensuring compliance with policies