Operations Coordinator

Overview

The Operations Coordinator plays a critical role in ensuring the efficiency and organization of daily office operations. This position supports multiple functions, including office management, administrative assistance, phone operations, printing and production tasks, and cross-departmental support. The role will evolve as the organization grows, allowing opportunities to take on additional responsibilities that align with individual strengths and interests.

Key Responsibilities

1. Office & Facilities Management

• Oversee daily opening and closing procedures, ensuring the office is secure, clean, and prepared for the workday.
• Maintain the organization and cleanliness of communal areas, workstations, breakroom, and meeting rooms.
• Ensure that desks and floor areas remain accessible for cleaning and maintenance.

2. Supplies & Inventory Management

• Monitor, restock, and organize office supplies to maintain efficiency and ease of access.
• Ensure storage areas remain well-organized and accessible for staff needs.

3. Reception & Phone Operations

• Greet visitors and direct them to the appropriate staff members, ensuring a welcoming experience.
• Answer and route incoming calls professionally, assisting with inquiries and providing general support to callers.

4. Mail & Shipping Coordination

• Receive, sort, and distribute incoming mail and packages in accordance with accounting and inventory procedures.
• Coordinate outgoing mail and shipments, ensuring proper handling and tracking as needed.

5. Financial & Supporter Contribution Backup

• Assist with processing incoming contributions, ensuring accuracy and confidentiality.
• Securely store financial and supporter-related documentation to maintain compliance with organizational policies.

6. Property & Maintenance Coordination

• Assist in coordinating maintenance and repair tasks with the property manager.
• Ensure all necessary repairs, facility upkeep, and maintenance requests are completed in a timely manner.

7. Technology & Equipment Management

• Utilize intermediate tech skills to troubleshoot office technology and provide basic IT support.
• Power down or place office equipment (e.g., printers, cutters, Fiery Command Workstation) into standby mode at the end of the day.

8. Printing & Production Support

• Operate Fiery Command Workstation and related printing equipment to support internal print production needs.
• Assist with printing tasks, including supporter materials, marketing collateral, and event-related materials.
• Ensure high-quality print output and troubleshoot basic printing issues.

9. Administrative & Data Support

• Maintain organized filing systems, both electronic and physical.
• Assist with data entry, document preparation, and general office administrative tasks.

10. Cross-Departmental Assistance

• Support various departments by managing phone operations and directing calls.
• Assist with supporter contributions, fulfillment tasks, and inventory tracking.
• Provide logistical support for catalog management, education initiatives, and event preparation.

11. End-of-Day Procedures

• Secure the office by turning off lights, fans, air purifiers, and other electronic devices.
• Ensure all equipment, including printers and bathroom fans, is powered down appropriately before leaving.

12. Team Collaboration & Professional Development

• Actively participate in meetings, offering input and solutions to improve operational efficiency.
• Engage with team members to foster a collaborative and supportive work environment.
• Identify areas of professional growth and work with leadership to expand skills and responsibilities.

Software & Technical Proficiency

Required:

• Microsoft 365 Suite (Excel, Word, PowerPoint)

Learning on the Job (as needed):

• Raiser’s Edge (Donor Database)
• Financial Edge (Accounting Software)
• Luminate Online (Online Communications & Forms)
• Omatic (Integration Software)
• Shopify (E-Commerce Platform)
• SendPro (Shipping Software)
• Sticky Password (Password Management)
• Fiery Command Workstation (Advanced Printing & Production)
• Adobe Creative Cloud (Design & Document Processing)
• Asana (Project Management)

Expectations & Core Competencies

• Professionalism: Maintain a courteous and professional demeanor in all interactions with staff, visitors, and external partners.
• Confidentiality: Handle sensitive financial and supporter-related information with discretion and security.
• Initiative: Proactively identify and address operational needs.
• Teamwork: Collaborate effectively across departments to support organizational goals.

Qualifications & Requirements

• Education: High school diploma or equivalent required; additional education or certifications are a plus.
• Experience: Prior experience in office management, administrative support, or a related role preferred.
• Technical Skills: Proficiency in Microsoft Office Suite; ability to learn and adapt to new software.
• Communication: Strong verbal and written communication skills.
• Independence & Organization: Ability to manage time effectively and work independently within established guidelines.

Physical & Work Environment Requirements

• Ability to lift and move office supplies and equipment (up to 50 lbs).
• Primary work location is in-office during standard business hours; occasional schedule flexibility may be required.

Role Development & Growth

As the organization grows, this role will evolve with new responsibilities that align with both organizational needs and the coordinator’s strengths and interests. Professional development opportunities will be provided to ensure continuous skill enhancement.

Position: Public Relations Specialist

Responsibilities:

Media Relations:

• Build and maintain positive relationships with journalists, reporters, publicists, producers, and other media outlets.
• Create and develop press releases, media kits, opinion editorials, and other written materials to share information about manatee conservation efforts.
• Pitch stories and secure media coverage for events, campaigns, and important announcements.
• Coordinate interviews and other media appearances for key members of the organization, including experts, researchers, and staff, to share insights and information about manatee conservation efforts with a broader audience.
• Monitor media coverage and respond to inquiries or concerns promptly.
• Coordinate annual holiday wall calendar radio giveaways and promotions.
• Provide approved photos, video footage, and other resources to the media upon request.

Content and Material Creation:

• Collaborate on developing compelling content for various platforms, including press releases, articles, and blog posts.
• Collaborate with the development team to ensure consistent messaging related to the Adopt-A-Manatee program and fundraising efforts across applicable platforms.
• Create visually engaging materials, such as infographics and videos, to support PR efforts.
• Collaborate with appropriate team members to develop materials that support educational initiatives and school outreach.
• Develop public service advertisements in collaboration with the development team to ensure cohesive messaging within each campaign.

Public Outreach:

• Organize and execute public outreach events, educational workshops and presentations, and community engagement initiatives.
• Coordinate with Volunteer Specialist to secure volunteers for tabling events.
• Represent Save the Manatee Club at public events, conferences, and meetings.
• Coordinate and host virtual presentations and webinars.
• Foster relationships with key stakeholders, partner organizations, educational institutions, authors, celebrities, and other groups and individuals to enhance our outreach efforts.
• Review books and other written material submissions by students, authors, and others for appropriateness and in accordance with mission statement.

Crisis Communication:

• Develop and implement crisis communication plans to address potential issues or emergencies related to manatee conservation.
• Manage communication with the media and the public.

Online Presence:

• Coordinate with the development team on maintaining online profile accuracy across the web.
• Coordinate with the Dir. of Web Development for website updates.
• Help maintain and update platforms to promote volunteer opportunities in collaboration with volunteer specialist.

Collaborations and Partnerships:

• Identify potential collaboration opportunities with other environmental organizations, government agencies, educational institutions, celebrities, and businesses.
• Cultivate partnerships and joint campaigns to amplify the reach of our conservation efforts.

Evaluation and Reporting:

• Track and analyze the effectiveness of PR campaigns and outreach efforts.
• Prepare regular reports on media coverage, social media perceptions, and outreach impact.

Administrative Activities

• Accurately record communications and other relevant information in database.
• Maintain SharePoint site of public relations materials.
• Use and maintain media PR software.

Qualifications:

• Bachelor’s degree in Public Relations, Communications, Marketing, or a related field.
• Proven experience in public relations, media relations, or communications, preferably in the nonprofit or environmental sector.
• Excellent written and verbal communication skills, specifically in the realm of science and conservation public communications.
• Strong interpersonal and networking abilities.
• Knowledge of environmental conservation issues, particularly related to manatee protection, is a plus.
• Familiarity with social media platforms and online communication tools.
• Ability to work independently and collaboratively in a team environment.
• Passion for wildlife conservation and dedication to the mission of Save the Manatee Club.

Commonly Used Software:

• Meltwater
• Blackbaud Raiser’s Edge
• Microsoft 365: Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive
• Asana
• Adobe Creative Cloud Suite: Express and PDF Reader, potentially InDesign and Photoshop
• Other associated applications available upon request and approval.

 

Note: This job description is a general outline and may be subject to change based on the organization's needs and priorities.