Operations & Programs Coordinator (Full-Time)

Kirkland Downtown AssociationOperations & Programs Coordinator (Full-Time) Position Overview The Kirkland Downtown Association (KDA) is seeking a highly organized, service-oriented Operations & Programs Coordinator to support daily administrative, financial, stakeholder, and program operations while ensuring consistent, professional operation of the Kirkland Visitor Center. This is a full-time, non-exempt role focused on execution, coordination, and operational continuity—not executive leadership, fundraising, or sponsorship sales . The position is designed to reduce the day-to-day operational load on a volunteer board while ensuring KDA meets its contractual, programmatic, and community obligations . This role is responsible for ensuring KDA meets all contractual obligations with the City of Kirkland, including program delivery, reporting, and compliance. This role serves as the operational backbone of the organization and the primary point of coordination for downtown stakeholders, partners, visitors, vendors, and City staff. Why Work with KDA?

Community Impact:

Support downtown Kirkland businesses, events, and placemaking initiatives

Operational Ownership:

Take responsibility for systems, processes, and follow-through

Meaningful Work:

A hands-on role with clear expectations and real impact

Hybrid Flexibility:

Primarily in-office at Kirkland Urban with limited remote days Work Structure Approximately 34 hours/week onsite at the Visitor Center (Kirkland Urban) Remaining time allocated to meetings, coordination, and planning Administrative and operational work is expected to occur during onsite hours Supported by Visitor Center staff, volunteers, and event contractors Key ResponsibilitiesOffice & Operations Management Maintain and improve office systems and digital infrastructure (Microsoft 365, shared drives, file management) Manage email accounts, software subscriptions, domain renewals, insurance documentation, and records Organize digital contracts, vendor agreements, and administrative files Coordinate office supplies and general administrative needs Maintain calendars, workflows, and tracking systems to ensure follow-through Visitor Center Operations Ensure the Visitor Center is open, welcoming, and professionally staffed Coordinate volunteer scheduling and coverage Respond to public inquiries about downtown Kirkland Maintain materials, calendars, and information accuracy Track visitor engagement for reporting Downtown Stakeholder & Board Support Serve as a primary point of contact for downtown businesses, partners, and stakeholders Maintain CRM, shared calendars, and communication systems Prepare board and committee agendas, packets, minutes, and follow-ups Track action items and support progress on annual work plans Provide administrative support to allow the board to focus on governance Programs & Events (Project Management & Coordination) Lead planning, coordination, and project management of KDA programs and events Ensure vendors, permits, and logistics are finalized in advance Coordinate timelines, communications, and documentation Support sponsorship fulfillment (tracking, billing coordination, reporting) Events are executed by on-site staff and contractors This role is not responsible for day-of event execution , but ensures teams are prepared and aligned Program Administration Concerts in the Park Manage contracts, payments, tracking, and supporting systems Maintain accurate records and documentation Wednesday Farmers Market (Administrative Role) Manage vendor registration ( Manage My Market ), contracts, payments, and records Support permit compliance and coordinate with Market Manager and partners This role is not required to be onsite during market days Merchant Services & Community Programs Coordinate merchant meetings, communications, and outreach Manage newsletters and track engagement for reporting Financial & Administrative Coordination Record invoicing and payment tracking across programs Support partner and sponsorship billing systems Assist with budget tracking and monthly financial reporting Prepare financial summaries for board and Treasurer review Ensure documentation aligns with City reimbursement and reporting requirements City Contract Reporting & Compliance Coordinate and submit required reporting tied to City funding Track program deliverables, participation, and outcomes Maintain documentation for reimbursement requests Ensure compliance with all contractual requirements Key Performance Indicators (KPIs) On-time submission of all City reports and invoices Consistent Visitor Center coverage Programs delivered on schedule through effective coordination Board materials delivered on time Accurate financial tracking and documentation Reduced board involvement in day-to-day operations QualificationsRequired 2-5 years experience in operations, program coordination, nonprofit administration, or similar Strong organizational and project management skills Ability to manage multiple priorities and deadlines Strong communication and coordination skills Basic supervisory experience (staff, volunteers, or temps) Preferred Experience with events, farmers markets, or downtown organizations Familiarity with municipal coordination or permitting Experience managing volunteers or community programs Basic financial tracking/reporting experience Core Competencies Execution and follow-through Organization and systems management Clear communication and coordination Problem-solving and adaptability Accountability and reliability

Compensation & Benefits Pay Range:

$30-$34/hour (based on experience)

Status:

Full-time, non-exempt (40 hours/week)

Benefits:

Paid Time Off (PTO) and Sick Leave 11 Paid Holidays annually Professional development opportunities

Schedule:

Some evening meetings required

Location:

Primarily onsite at Kirkland Urban, with limited remote flexibility How to Apply Apply via Indeed with: Resume Brief cover letter describing relevant experience and interest in downtown Kirkland organizations

Pay:

$30.00 - $34.00 per hour

Benefits:

Paid time off Professional development assistance

Work Location:

In person