Job Summary
-
The Operations Coordinator provides administrative, human resources, payroll, compliance, and operational coordination support to ensure smooth, compliant, and efficient organizational operations across Rainbow Fleet programs. Reporting to the HR & Operations Manager or Executive Director, this position supports personnel administration, onboarding, payroll coordination, compliance tracking, vendor management, and organizational logistics.
- The Operations Coordinator plays a key role in maintaining accurate systems, organized records, responsive communication, and operational continuity that support Rainbow Fleet’s early childhood programs and administrative infrastructure. This position requires strong attention to detail, discretion, professionalism, and the ability to manage multiple operational priorities in a fast-paced nonprofit environment.
Essential Functions
Administrative & Employee Support
- Maintain confidential personnel files, onboarding records, policy acknowledgments, background checks, and required employment documentation.
- Coordinate onboarding and offboarding processes, including orientation scheduling, technology requests, badge coordination, and employment paperwork.
- Track employee certifications, required trainings, licensure renewals, acknowledgments, and compliance deadlines.
- Assist with employee relations documentation and personnel communications while maintaining confidentiality and professionalism.
- Support benefits administration, enrollment coordination, vendor communication, and employee benefit inquiries.
- Coordinate required background checks, drug testing, and employment compliance activities.
Operations & Organizational Support
- Maintain organizational calendars, operational reminders, contact lists, and internal administrative systems.
- Coordinate internal meetings, trainings, supply ordering, and organization-wide operational communications.
- Organize and maintain digital and physical filing systems for operational consistency and accessibility.
- Support operational projects, workflow coordination, and cross-department administrative initiatives.
- Assist with preparation of reports, documentation, audits, board materials, and grant-related operational requirements.
- Support day-to-day administrative functions that contribute to organizational efficiency and continuity.
Compliance & Risk Management
- Track required licenses, insurance documentation, policy acknowledgments, certifications, and compliance-related deadlines.
- Maintain compliance documentation, audit records, and operational evidence required for organizational and grant compliance.
- Record and organize Workers’ Compensation documentation, safety incident reports, facility inspection records, and compliance follow-up materials.
- Assist with policy implementation tracking, retention schedules, and organizational compliance procedures.
- Prepare draft operational summaries, compliance reports, and administrative documentation for leadership review.
Vendor, Facilities & Technology Coordination
- Submit and track maintenance requests, janitorial requests, IT tickets, and vendor service requests.
- Maintain inventory of office supplies, equipment, technology assets, and operational materials.
- Support workstation setup coordination, access management, and issue escalation with technology vendors.
- Track office access assignments, keys, badges, and operational equipment distribution.
- Coordinate purchasing requests, supply replenishment, and administrative vendor communication.
Qualifications
Required
- High school diploma or equivalent.
- One or more years of professional experience in human resources, payroll, administrative support, operations coordination, or office administration.
- Strong organization, attention to detail, and ability to manage confidential information professionally.
- Proficiency with Microsoft Office, Google Workspace, HRIS systems, payroll systems, and office technology.
- Strong written, verbal, organizational, and interpersonal communication skills.
- Ability to manage multiple priorities, deadlines, and administrative responsibilities independently.
Preferred
- Experience in nonprofit, federally funded, education, or regulated environments.
- Experience with BambooHR, payroll systems, compliance tracking systems, or benefits administration.
- Familiarity with employment compliance, HR operations, onboarding processes, and personnel administration.
- Bilingual proficiency (English/Spanish).
Environmental & Physical Requirements (ADA Standards)
- Work primarily in an office environment with regular sitting, standing, walking, and computer use.
- Frequent communication with employees, vendors, and partners requiring clear written and verbal communication.
- Ability to lift or move up to 25 pounds of office materials, files, or equipment as needed.
- Occasional travel for meetings, trainings, inspections, or operational support activities.
- Reasonable accommodations may be made for qualified individuals with disabilities to perform these essential functions in accordance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.
Performance Indicators
- HR and compliance documentation maintained accurately and submitted timely.
- Operational systems, records, and organizational processes maintained efficiently and consistently.
- Responsive and professional communication with employees, vendors, leadership, and community partners.
- Successful coordination of onboarding, compliance, operational logistics, and vendor support activities.
- Maintenance of confidentiality, professionalism, and organizational integrity.
- Alignment with Rainbow Fleet’s mission, vision, and organizational values.
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Education
High School Diploma or Equivalent (Required)
- Associate’s or Bachelor’s degree in Human Resources, Business Administration, Operations, Public Administration, or related field preferred.
Experience
- Administrative support, operations coordination, office administration, or compliance-related work: 1 year (Required)
