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Operations Coordinator (full-time)
Job
Kalamazoo Valley Habitat for Humanity
Kalamazoo, MI (In Person)
$54,080 Salary, Full-Time
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Job Description
Job Summary Provides direct support to the Director of Construction in achieving Kalamazoo Valley Habitat for Humanity (KVHH) goals and objectives. Ensures efficient office operations, supports HR compliance, accurate records and timely payments, and coordinates volunteers, subcontractors, and events in a mission-driven environment. Key Responsibilities Construction & Project Coordination Provide support to Construction Director and construction team by scheduling meetings, reviewing construction paperwork, responding to requests, and coordinating project activities with sub-contractors, municipalities, and volunteers. Facilitate communication between construction teams and volunteers regarding project schedules and site activities. Collect and ensure records are current and accurate for each project, along with Executive Assistant, such as inspections, building permits, estimates, authorized payments, progress reports, and final closeouts. Operations Oversee daily office operations and provide administrative support to staff. Manage building security systems, office access, and key distribution. Coordinate office equipment purchases and vendor services, research and make recommendations to the CEO for their approval. Monitor and collect employee receipts, expense documentation, and resolve incorrect receipts and failed Divvy transactions. Coordinate invoice collection and documentation as needed. Coordinate with technology vendor to provide employee support for phones, laptops, tablets, and network access. Human Resources Administration Coordinate recruitment efforts, including posting job openings, reviewing applications, coordinating candidate communications and scheduling interviews with hiring managers and applicants. Prepare new hire documentation, onboarding materials, and support new employee orientation. Maintain HR records, policies, and compliance documentation in accordance with state and federal laws and partner with HR consultant as needed. Review employee benefit renewal documents, coordinate with benefit providers, and obtain required approvals for renewals. Event Planning & Coordination Plan and coordinate organizational events, including volunteer appreciation events and holiday parties. Collaborate with facilities, vendors, and caterers to secure services and manage logistics - Research pricing and make recommendations to CEO for approval, and track and ensure event is within budgets. Compliance, Risk Management, and Training Collect and organize documentation required for insurance claims and reporting. Manage annual insurance policy renewals and related documentation. Maintain updated organizational forms, vehicle registrations, and compliance records. Coordinate mandatory annual training requirements for staff and volunteers. Assist with the implementation and communication of updated organizational policies and procedures. Volunteer Coordination & Community Engagement Manage volunteer databases, scheduling calendars, and volunteer communications. Coordinate onboarding and safety training for new volunteers. Prepare quarterly volunteer reports for HFHI. Organize volunteer recognition efforts and appreciation initiatives. Coordinate volunteer logistics for organizational events and construction projects. Other Provides a friendly, caring, and timely response to colleagues, subcontractors, volunteers, and those we serve, via phone, email or in person. Actively participate in departmental and organization-wide meetings on a regular basis. Provide backup support to Executive Assistant as needed. Other duties as needed to meet organizational goals.