Operations Coordinator (Senior Associate)

Details 

Location: Washington, D.C.  

Job Type: Full-Time; Hybrid  

Application Deadline: June 28, 2024  

Salary Range: $55,000 - $72,500  
(The compensation range provided is in compliance with state specific laws)  

Hiring Salary Maximum: $65,000 
Hiring salary is determined in consideration factors that include (but are not limited to) responsibilities of the role, education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.  

Summary 

Eurasia Foundation is a non-profit international development organization committed to the idea that societies function best when people take responsibility for their own civic and economic prosperity. We envision a future where all people have the opportunity to realize their potential and transform their societies. Since 1992, Eurasia Foundation has equipped forward-thinking people across Europe, Eurasia, Asia, the Middle East, and North Africa with the tools, knowledge, and resources needed to address issues of concern in their communities. Our success showcases the power of a vibrant civil society to drive real and lasting change. 

The Eurasia Foundation (EF) seeks a professional, energetic, and experienced Operations Coordinator to ensure the efficient operation of our office space and facilities and provide administrative and operational support to the Operations Department. The ideal candidate will be responsible for ensuring a safe, productive, and well-maintained environment for our staff and visitors. This role requires a combination of strong organizational skills, attention to detail, and effective communication skills.  

Essential Functions 

Facilities Management  

• Liaise with building management and security, proactively leading on maintenance and facilities issues to ensure safe and comfortable working environment for employees and guests. Serve as the primary point of contact for facility-related issues and requests.
• Maintain a clean, organized, and welcoming office environment. 
• Direct physical security, access control, incident management, risk identification/support, and awareness programs. Serve as EF Emergency Coordinator.

Office Operations 

• Monitor and maintain optimal inventory levels to meet organizational demands, anticipating restocking needs while minimizing excess or obsolete inventory.
• Oversee maintenance and service on office equipment and leases.
• Coordinate with General Council to maintain all organizational insurance policies. Ensure coverage for events and travel.
• Support functional and system administration for the cloud-based Service Management system for service requests and incident reporting. Ensure that all processes used by the service desk are thoroughly documented, consistently audited, and regularly improved.

Departmental Support 

• Coordinate schedule of Vice President of Operations to optimize time and facilitate the exchange of information.  
• Creates and maintains a tracking system detailing intradepartmental meetings, including topics, outcomes and plans for future action.
• Monitor Operations tickler files for upcoming deadlines, following through on any necessary details.
• Lead and support, as required, on research and special initiatives Operations team.

Administrative Management 

• Manage vendor relationships and invoice payment for central services. Oversee timely processing of credit card reconciliations and expense reports. 
• Process all business travel requests, purchase tickets and travel insurance in accordance with EF Travel Policy and process all Travel Authorizations. 
• Serve as general resource for travelers, research problems, and resolves issues. Remains informed of all airline rules and regulations and current affairs.
• Oversee organizational registrations in all relevant countries, including compliance with applicable laws and regulations.
• Oversee annual Charitable State Registration compliance.
• Provide support to answer primary phone line and sort/distribute mail.

• Serve as in-house notary.

Qualifications/Experience 

• Bachelor’s Degree or higher preferred.  
• Outstanding communication and interpersonal abilities.  
• Familiarity with office management procedures and basic accounting principles.  
• Minimum 2-3 years of customer service, facility management, and/or administrative experience.  
• Ability to multi-task in a fluid environment.  
• Strong, demonstrated experience with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).  
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.  
• Exc