Operations Specialist

USA The Nature Conservancy; Charlottesville (VA); On-site; USD 43,000 - 63,000; Full time

Job summary

The Nature Conservancy seeks an Operations Specialist for our Charlottesville, VA office. You will provide in-person administrative, logistical, and operational support to sustain day-to-day office functions, including procurement, events, IT, and records management.

You will guide staff on processes and systems, helping ensure compliance and efficiency across the team. You will coordinate meetings and special events, manage vendor relationships, and support fleet and facility operations.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience coordinating operational, administrative or business processes.
• Experience organizing meetings, events, or operational logistics; and cross-team communication.

Responsibilities

• Receive, process, and distribute mail and incoming checks; document scanning.
• Process invoices and reimbursements; assist with budget preparation and vendor contracts.
• Coordinate special events and meetings; manage communications, logistics, and participant support.
• Serve as primary liaison with building landlord; manage facility, parking, and vehicle issues; maintain relationships with vendors.
• Provide reception support during events; ensure compliance with policies and procedures; handle confidential information.

Skills

Project coordination

Operational logistics

Cross-team collaboration

Communication skills

Education

Bachelor's degree

Equivalent combination of education/experience

Tools

Outlook

Job description

What We Can Achieve Together:

The Operations Specialist provides in-person administrative, logistical, and operational support to help ensure the effective day-to-day functioning of TNC's Charlottesville, VA Office. This position works as part of a team providing a broad range of operational support such as procurement, special events, meetings, IT, facility and records management.

The Operations Specialist works toward meeting program and business unit priorities by implementing approved operational plans and carrying out day-to-day operational activities. The position supports business unit priorities by coordinating operational processes, tracking deliverables, facilitating communication among stakeholders, and helping ensure operational activities are completed effectively and on schedule. They may coordinate office operations including workspace administration, vendor and supplier relationships, insurance documentation, emergency preparedness, records management, and operational compliance activities. The position supports employee engagement, (non-HR/ local) onboarding, trainings, staff meetings, retreats, and special events by coordinating logistics, communications, materials, scheduling, and participant support.

The Operations Specialist provides guidance and training to staff regarding operational procedures, business processes, purchasing practices, fleet policies, and related systems. They maintain accurate records, monitor compliance requirements, and support implementation of operational improvements that enhance efficiency and effectiveness across the business unit.

RESPONSIBILITIES & SCOPE

• 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.

We're Looking for You:

Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work that You Can Believe in where you can feel like you are making a difference every day. We're looking for someone with strong experience in leading a diverse, multi-disciplinary team. The ideal candidate should have exceptional communication and collaboration skills and experience designing, organizing, and directing complex projects. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team!

What You'll Bring:

• 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; and
• Experience working across teams and communicating with a wide range of people

Desired Qualifications:

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
• Experience in facilities, operations, procurement, fleet, or administrative management;
• Strong organization skills, accuracy, and attention to detail;
• Ability to analyze information for the purpose of coordinating and planning activities and