Senior Business Operations Specilaist

Crisis Connections is seeking an experienced Sr. Business Operations Specialist to facilitate the efficient business operations of the organization at our Seattle office. This position offers an exciting opportunity for an experienced professional to take on significant responsibilities, working closely with the Chief of Operations, and the Business Operations Manager, to manage day-to-day operations in an office environment, administrative tasks, and office projects with minimal supervision.

The ideal candidate will be a self-starter, comfortable working with minimal supervision, detail-oriented, an excellent communicator, and an organized multitasker who is able to manage many projects simultaneously and meet tight deadlines while ensuring excellent customer service and staff relations. This role reports to the Business Operations Manager. 

Job Type:  37.5 hours per week, Non-exempt, Monday to Friday, 9am-5pm (some flexibility required)

Location:  On-site, Seattle, WA

Payrate: $36.16 per hour

Office & Administrative Management

• Take full ownership of the office environment, managing all office-related functions with minimal supervision.

• Ensure a welcoming environment for our staff, volunteers, and guests, ensuring all visitors complete the necessary documentation.

• Answer business office telephones in a prompt, professional and courteous manner; providing key information about our organization and services efficiently and courteously. Route inquiries to appropriate contacts. 

• Ensures compliance with HIPAA (Health Insurance Portability and Accountability Act) requirements when engaging with callers, visitors and emails.

• Proactively identify and implement office improvements with the assistance of the Business Operations Manager.

• Oversee office resources, supplies, equipment, and maintenance needs, ensuring the office remains efficient, functional, and aligned with organizational goals.

• Provides timely communication on office related matters, concerns and problems to All Staff during Business Operations Manager absence.

• Manage and maintain office files, supplies, and shared resources for shared areas.

• Set up, monitor, organize, and stock all common areas and supplies.

• Ensures safety, security, and cleanliness of the work environment, such as offices, conference rooms, kitchen and shared areas, ensuring they are prepared and ready for meetings, events, etc.

Event Coordination & Logistics

• Manages Front Conference Room & Training Room events calendars, and ensures staff are following booking procedures.

• Coordinates and schedules services with office-related vendors, equipment service providers, food and beverage vendors, security, and cleaning services, etc.

• Supports Leadership team and Executive Assistant with meetings, events, and presentations as requested.

Facilities & Vendor Management

• Main point of contact for building and maintenance needs, including submitting work order tickets to the MSRE Portal Tenant System when required.

• Manages key card badge distribution, facility access, workspace assignments, and required documentation for new employees.

• Audits key card badges, including tracking active, terminated, and deactivated users in a timely manner in Excel and the MSRE Portal Tenant System.

• Coordinate and implement improvements to office facilities, such as new furniture, technology upgrades, or workspace reorganization, in alignment with organizational goals in absence of Business Operations Manager.

• Supports internal communications using MS office Teams, SharePoint, email, and chat. 

Shipping & Receiving Mail Coordination

• Handle all incoming and outgoing office mail, ensuring timely distribution and proper documentation for financial transactions.

• Ensures pick up of packages via USPS, Fedex and UPS in coordination with IT and other departments.

• Assists with staff appreciation package creation and shipping. 

• Checks mailbox daily, and PO Box weekly for incoming mail and returned packages.

• Manages donation processing, including tracking and organizing check donations using Excel, ensuring compliance with accounting protocols.

Leadership in Health & Safety

• Actively participates in health and safety committee meetings, managing documentation, follow-up actions, and making recommendations for improvements.

• Educate staff about safety procedures, conduct safety drills, and ensure compliance with workplace health standards.

Process Improvement

• Collaborate with the Business Operatio