Strategic Operational Administrator

Ardent-Federal-Credit-Union; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Job summary

Ardent Federal Credit Union in Philadelphia is seeking a hands-on Facilities Operations Coordinator reporting to the COO. You will coordinate on-site activities, manage HQ facilities, procurement, and vendor relationships, and prepare executive materials including PowerPoint presentations.

The role requires independent work, strong written and verbal communication, and proficiency with Microsoft Office and AI tools such as ChatGPT Copilot. Travel to branches is required about 25% of the time.

Qualifications

• Bachelor’s degree preferred; will consider related work experience.
• 3+ years of general clerical/office experience.
• Ability to learn credit union documentation and policies.
• Onsite role with frequent collaboration across locations.

Responsibilities

• Coordinate HQ facilities and vendor relationships for on-site activities.
• Prepare executive correspondence, meeting minutes, and PowerPoint presentations.
• Oversee procurement, mail room logistics, and branch procurement orders.
• Manage building system tests and security system maintenance schedules.
• Escort vendors and ensure proper access to HQ and branches.
• Maintain kitchen stock and office supplies; manage toner inventory.
• Daily mail handling and processing for incoming/outgoing shipments.
• Travel between HQ and branches; approx. 25% of time.

Skills

Interpersonal skills

Presentation skills

Written and verbal communication

Vendor management

Independent work

Travel readiness

Organization and multitasking

Research ability

Education

Bachelor's degree preferred

Tools

Microsoft Office

ChatGPT Copilot

Job description

General Purpose:This is a hands-on role that reports to the COO and independently coordinates or assists with all operational aspects of the Ardent facilities, on-site activities and events, and executive level correspondence documentation/meeting minutes, and meeting preparation, including Power Point presentations.· Coordinates with all facilities-related vendors and required maintenance providers.· Oversee all HQ on-premises activities, including procurement and coordination of related vendors and services.· Oversees procurement and mail room logistics. This includes but is not limited to ordering needed supplies, ensuring supplies are available for use and mail is properly distributed and maintained.· This role oversees the tactical day-to-day operations of the HQ facilities on premises and the ongoing care and management of the branch and other facilities owned and rented by Ardent CU.· Must be able to produce executive level correspondence, documentation/meeting minutes, and meeting preparation, including Power Point presentations, on behalf of the COO.Essential Functions1. Ability to create executive level PowerPoint presentations and other presentation materials using AI and other digital tools.2. Coordinates board level minutes and board materials3. Independently manages the facilities of partners including landscapers, cleaning crews, and interfaces with HQ building management.4. Liaison with vendors and suppliers on behalf of leadership team5. Coordinate the testing of building system emergency equipment and security systems and manage maintenance schedules.6. Escort Vendors in HQ as needed in HQ and SG.7. Oversight of procurement for branches and HQ including Amazon, Staples, and Aramark orders. Maintain toner supply inventory for copiers.8. Work with Vendors to ensure accurate ordering and delivery of specialty items.9. Maintain kitchen stock (cutlery, plates, coffee, etc.) in HQ and ensure items are accessible to staff.10. Perform other duties as required.11. Daily mail processing includes sort incoming mail; post and process outgoing US and overnight mail. of incoming UPS / FedEx packages in the AM and prompt drop-off of outgoing mail, UPS / FedEx packages for afternoon pick-upJob Requirements (Knowledge/Abilities):1. Strong interpersonal and presentation skills.2. Effective written and verbal communication skills.3. PowerPoint, word, excel, and ChatGPT / copilot expertise4. Ability to independently manage vendor relationships and vendor processes5. Ability to perform duties independently6. Ability to lift items up to 25lbs.7. This role travels between headquarters and branch locations to ensure that vendors and others are escorted as needed. 25% of this role includes travel or working from a branch location.8. Working knowledge of organization's policies/procedures and credit union's service philosophy.9. Working knowledge of various Microsoft Windows & Microsoft Office packages, i.e., Word, Excel, etc.10. Must be able to follow directions concisely.11. Rabid curiosity and ability to research and find answers independently.Job Requirements (Education/Experience):1. Bachelor’s degree preferred. Will consider previous work experience vs. formal degree.2. Specialized knowledge if Microsoft Office Suite, ChatGPT and copilot3. General clerical experience is normally acquired through working in an office environment for 3+ years.4. Ability to move between Ardent locations and work onsite.5. Ability to learn broad knowledge of credit union documentation and document policy.6. This is a “onsite” role – minimum of 5 days in HQ or a branch location.Working Conditions:The credit union is committed to working with its employees to reasonably accommodate them with the physical aspects of the position. The working conditions are general business office with daily member contact, and interaction with volunteers and management. Other working conditions include sitting for extended periods of time, frequent up/down motion, reaching downward or overhead from sitting position, stooping, bending and pushing/pulling, climbing some stairs, lifting and moving moderately heavy items and repetitive keyboard typing.Disclaimer:The above information on the description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.