Part-Time San Francisco Operations Coordinator

International Council on Clean Transportation, Inc.; San Francisco (CA); Hybrid; USD 34,000 - 52,000; Part time

Job summary

The International Council on Clean Transportation (ICCT) is seeking a part-time Operations Coordinator in San Francisco (approximately 16 hours per week). You will serve as the primary point of contact for the SF office, helping maintain a welcoming, functional, and well-organized workplace for staff, visitors, and partners.

The role reports to the Senior Global Operations Manager in Berlin and supports the SF Managing Director.

Qualifications

• Minimum 1 year in office management or admin roles.
• Experience coordinating events.
• Strong English communication skills.
• Proficiency with technology, including AI tools, to organize information.
• Highly organized with attention to detail.
• Friendly, proactive, and able to work with staff and visitors.
• Interest in climate/environment issues.

Responsibilities

• Manage day-to-day operations of the San Francisco office, including building communications and visitor/vendor management.
• Foster a positive office culture and organize social events.
• Partner with the San Francisco Managing Director to define and implement office objectives.
• Develop and monitor the SF office budget and expenses; prepare expense reports.
• Provide support on timesheets, expense reports, and calendar assistance.
• Support onboarding and offboarding of SF staff.
• Coordinate logistics for Board meetings and events hosted in SF.
• Ensure adherence to organizational policies; serve as staff resource.
• Provide IT support in coordination with global IT, and manage IT hardware renewals.
• Support safety and emergency preparedness; contribute to plans.
• Assist with special projects.

Skills

Office management

Event coordination

Written and verbal communication

Organizational skills

Customer-facing

Team collaboration

Job description

The ICCT is seeking a part-time (approximately 16 hours per week). Operations Coordinator to support the smooth day-to-day operation of our San Francisco office. This role will serve as the primary point of contact for the office, helping to maintain a welcoming, functional, and well-organized workplace for ICCT staff, visitors, and partners. The ideal candidate is friendly, organized, responsive, self-directed, and motivated to sustain a welcoming office environment. This part-time position based in our San Francisco office reports to the Senior Global Operations Manager in Berlin, Germany and supports the San Francisco Managing Director.

You will:

• Manage the day-to-day operations of the ICCT San Francisco office, be responsible for
  communication with building management staff, and manage visitors and vendors.

• Foster a positive office culture an d environment, including the organization of office social events and activities.

• Partner with the San Francisco Managing Director to define and implement the operational objectives of the San Francisco office.

• Develop and monitor
  San Francisco office operations budget and expenses, including preparing expense reports and payment approvals.

• Provide support on timesheets and expense reports, and ad hoc calendar assistance
  for the Chief Operating Officer, San Francisco Managing Director and select senior staff.

• Support the on-boarding and off-boarding of SF staff.

• Coordinate and execute logistics for Board meetings and events hosted in the San Francisco office.

• Understand organizational policies, practices, and procedures, and support their implementation in the San Francisco office, serving as a resource for staff questions and guidance as appropriate.

• Provide IT support, including coordination of the management
  and renewal of IT hardware in the San Francisco office, in collaboration with the global IT department.

• Serve as a resource for workplace safety and emergency preparedness in the San Francisco office.
  and support the development and maintenance of emergency response and preparedness plans.

• Assist with special projects and other responsibilities as assigned.

You Have:

• One year of work experience in office management, executive assistance, or a similar customer-facing or administrative role.

• Demonstrated experience in event coordination, planning, or execution.

• Strong written and verbal communication skills in English.

• Proficiency in using technology, including generative AI, to communicate effectively, organize information, and produce high-quality outputs.

• Exceptional organizational skills with the ability to prioritize tasks effectively while maintaining meticulous attention to detail.

• A positive, friendly attitude. You enjoy being around and working with other people.

• An interest in making a difference in climate change or other social and environmental issues.

• The ability to be present in the San Francisco office at least 2 days a week, allowing for occasional remote work.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.