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Job Description
JOB OVERVIEW
The Operations & Special Projects Coordinator is responsible for supporting organizational operations and leading the administrative, logistical, and operational aspects of special projects, with primary responsibility for coordinating the launch of the Ashtabula County Animal Protective League's new thrift store. This position serves as a key support role to the Executive Director while also overseeing project coordination, operational development, systems implementation, vendor coordination, and administrative execution related to the thrift store launch and other organizational initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities simultaneously. This position requires strong project management skills, exceptional follow-through, and the ability to create structure, systems, and accountability in a fast-paced nonprofit environment.
VISION:
To successfully launch a high-end thrift store that is clean, organized, visually appealing, and financially successful, while building a strong reputation for quality merchandise (donations), repeat customers, and community support. The store will serve as a sustainable revenue stream that directly funds the
ACAPL. DUTIES AND RESPONSIBILITIES
Executive Support & Organizational Operations Provide direct administrative and operational support to the Executive Director Assist with scheduling, project tracking, meeting preparation, correspondence, and follow-up Coordinate special projects and organizational initiatives as assigned Assist with board-related materials, reports, presentations, and documentation Maintain organized records and project documentation Support grant administration, vendor coordination, professional services, and organizational communications as needed Thrift Store Launch & Project Coordination Coordinate the operational launch of the ACAPL thrift store Develop and maintain project timelines, milestones, and task tracking systems Coordinate procurement and setup of fixtures, supplies, equipment, store layout, and operational infrastructure Coordinate store layout to ensure the store maintains a clean, organized, boutique-style shopping environment with product placement strategies to maximize customer experience and sales, simultaneously designed for loss prevention Coordinate utility setup, POS implementation, and operational systems Maintain project schedules and ensure key deadlines are met Collaborate closely with the Community Engagement, Donations, & Volunteer Coordinator to ensure adequate volunteer support, donation flow, and community awareness leading up to launch Coordinate operational needs related to marketing events, donation drives, and grand opening activities Serve as a central point of communication between project stakeholders Operations & Process Development Serve as lead coordinator for operational readiness of the thrift store launch Develop and document standard operating procedures (SOPs) for the thrift store Create systems and workflows for inventory management, donation intake, sorting, evaluating, and pricing, volunteer coordination, and daily operations Develop and implement merchandise quality standards and donation acceptance guidelines, including procedures for handling donations that do not meet store quality standards Establish organizational processes that promote efficiency and consistency Assist in developing pricing strategies and merchandise categorization systems Establish visual merchandising standards and store presentation guidelines Assist in developing onboarding materials and operational manuals Identify opportunities to improve processes and streamline operations Staffing & Administrative Support Create job descriptions for the thrift store and coordinate recruitment, interviewing, onboarding, and training processes for initial thrift store staff Support development of staffing plans and operational expectations Support transition planning and onboarding for the future Store Manager Coordinate startup activities to ensure successful opening and operational readiness Financial Performance & Sustainability Assist in developing operational practices that support revenue goals and long-term store sustainability Monitor operational readiness and identify opportunities for efficiency and process improvement Ensure store systems, procedures, and workflows support a high-performing retail operation Additional Responsibilities Assist with volunteer coordination and project support as needed Maintain organized records, project files, contracts, and vendor information Assist with administrative requirements related to retail operations Ensure documentation and operational procedures are properly maintained Perform other duties as assigned to support the organization and successful completion of special projects
EXPERIENCE / QUALIFICATIONS
High school diploma or equivalent required Experience in project management, operations, administration, executive support, or business operations strongly preferred Experience creating systems, procedures, and documentation preferred Strong organizational, problem-solving, and execution skills Ability to work independently and take ownership of a project from start to finish Ability to manage multiple projects simultaneously Strong decision-making skills and ability to prioritize effectively Strong communication and leadership skills Strong computer skills including Microsoft Office and Google Workspace Valid driver's license and reliable transportation required Ability to lift up to 50 lbs., stand for extended periods, and perform physical setup tasks Availability to work weekends and flexible hours as needed during launch period
WORKING CONDITIONS
Schedule:
Full-time (approximately 40 hours/week), flexible based on project needs
Environment:
Combination of on-site retail setup and remote administrative work
Physical:
Frequent standing, walking, lifting, and hands-on setup work
Operational:
Fast-paced startup environment requiring adaptability and initiative
COMPENSATION
$22.00-$24.00 per hour Temporary position (4-6 months)
AT WILL EMPLOYMENT
Employment with Ashtabula County APL is at-will, meaning that employment is for no specified period and may be terminated by either the employee or the organization at any time, with or without cause. Ashtabula County APL is an equal opportunity employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other legally protected basis. Employment decisions are based solely on qualifications.
NOTE:
This position description is not exhaustive. You may be required to perform other related duties within your skill set as negotiated and/or directed to meet the evolving needs of the department and the organization.
