Operations Coordinator

Operations Coordinator

Department: Operations
Reports To: State Director
FLSA Status: Non-Exempt
Location: [Insert Location]
Salary Range: [Insert Salary Range]

About MF Professional Services, Inc.

MF Professional Services, Inc. (“MFPS”) is an employee leasing and professional services organization that provides human resources, payroll, benefits administration, and operational support services to mission-driven organizations.

This position supports MFPS clients, including Mi Familia Vota (“MFV”) and Mi Familia en Acción (“MFA”). Employees of MFPS may perform services on behalf of MFPS clients in support of their operational, programmatic, and organizational goals.

About Mi Familia Vota and Mi Familia en Acción

Mi Familia Vota and Mi Familia en Acción are national, Latino-led civic engagement organizations dedicated to building political power, strengthening civic engagement, and advancing policies that support Latino communities.

MFA, a 501(c)(3) organization, conducts nonpartisan programs focused on citizenship, voter registration, voter education, leadership development, and issues including immigration, education, healthcare, voting rights, workers’ rights, reproductive rights, and the environment.

MFV, a 501(c)(4) organization, builds Latino political power through advocacy, organizing, and mobilization to help ensure that Latino voices shape the policies affecting their health, safety, and prosperity.

Together, MFV and MFA operate one of the largest Latino civic engagement infrastructures in the country, with programs across Arizona, California, Colorado, Florida, Georgia, Nevada, North Carolina, Texas, and Washington, D.C.

Position Summary

The Operations Coordinator supports the work of MFPS and its clients, including Mi Familia Vota and Mi Familia en Acción, by coordinating office administration, executive support, purchasing, inventory, records, travel, meetings, budget administration, and other operational activities.

Reporting to the State Director, this position helps ensure that the state office and assigned employees have the schedules, information, supplies, equipment, records, services, and administrative support necessary to operate effectively.

The Operations Coordinator collaborates with finance, operations, state employees, vendors, community partners, and other stakeholders. This position regularly handles confidential financial, employee, executive, and organizational information and must exercise accuracy, discretion, professionalism, and sound judgment.

Essential Duties and Responsibilities

The employee will perform the essential duties described below in support of MFPS and its clients, including Mi Familia Vota and Mi Familia en Acción, as assigned by MFPS-authorized management.

Executive and Scheduling Support

- Manage and maintain calendars for the State Director and other assigned leaders.

- Schedule meetings, appointments, conferences, interviews, events, and other commitments.

- Coordinate meeting dates, times, locations, participants, technology, materials, and logistical needs.

- Identify and communicate scheduling conflicts, deadlines, required preparation, and travel considerations.

- Make authorized changes to calendars and notify affected participants promptly.

- Prepare daily or weekly schedule summaries, reminders, and supporting materials.

- Protect confidential calendar, meeting, employee, partner, donor, and organizational information.

- Avoid accepting commitments or changing material priorities without appropriate authorization.

Travel and Conference Coordination

- Coordinate authorized travel, lodging, ground transportation, conference registration, and related arrangements.

- Research travel options and prepare itineraries consistent with approved budgets and travel policies.

- Confirm reservations, schedules, costs, documentation, and accessibility needs.

- Communicate travel details and changes to employees and other authorized participants.

- Maintain records of itineraries, confirmations, receipts, approvals, and travel-related correspondence.

- Assist with travel disruptions, cancellations, or changes.

- Coordinate with finance and approved travel vendors concerning payments and expense documentation.

- Avoid making travel or financial commitments beyond delegated authority.

Telephone, Mail, and Correspondence

- Answer, screen, and route telephone calls to the appropriate employee or department.

- Take accurate and complete messages and ensure timely delivery.

- Receive, open, sort, review, and distribute mail, email, faxes, packages, and other correspondence.

- Review submissions, letters, agendas, memoranda, and other materials to determine significance and appropriate routing.

- Identify urgent, sensitive, confidential, or time-critical communications and promptly notify the appropriate employee.

- Draft routine correspondence, acknowledgments, responses, and follow-up communications for review and approval.

- Maintain professional and responsive communication with employees, vendors, partners, and members of the public.

- Release confidential information only to authorized individuals.

Meeting and Presentation Support

- Coordinate internal and external meetings, workshops, trainings, conferences, and events.

- Prepare agendas, presentations, briefing materials, reports, sign-in materials, and supporting documents.

- Attend assigned meetings and accurately record discussions, decisions, action items, responsibilities, and deadlines.

- Prepare and distribute meeting minutes or summaries to authorized participants.

- Track action items and follow up with responsible employees.

- Coordinate meeting rooms, virtual platforms, audiovisual equipment, interpretation, refreshments, and supplies.

- Maintain organized records of agendas, minutes, presentations, approvals, and related correspondence.

- Protect confidential or privileged information discussed during meetings.

Administrative and Document Support

- Draft, format, edit, proofread, copy, scan, transmit, and maintain letters, reports, memoranda, presentations, forms, spreadsheets, and other materials.

- Collect, organize, analyze, and summarize information for the State Director and assigned teams.

- Prepare routine reports, presentations, dashboards, and administrative updates.

- Enter, retrieve, update, and maintain information in approved systems.

- Develop and use historical records and organizational information to respond to authorized requests.

- Maintain calendars, contact lists, task trackers, project files, deadlines, and administrative records.

- Provide clerical and general administrative support to the State Director and designated employees.

- Ensure documents are accurate, complete, appropriately approved, and distributed only to authorized recipients.

Budget and Financial Coordination

- Assist the State Director and finance employees with annual state budget preparation and ongoing budget monitoring.

- Collect and organize budget requests, estimates, invoices, receipts, expense information, and supporting documentation.

- Maintain budget trackers and prepare routine budget-to-actual summaries using information provided or approved by finance.

- Monitor assigned expenses and communicate apparent variances, missing documentation, or approval concerns.

- Prepare authorized checks and supporting documentation for review and signature by an approved signer.

- Never sign checks, authorize payments, or approve transactions unless specific written authority has been granted.

- Coordinate approved payments, purchasing requests, expense submissions, and financial documentation with finance.

- Maintain organized records supporting budget, purchasing, check, and payment activity.

- Follow applicable financial policies, grant requirements, approval procedures, segregation-of-duties standards, and internal controls.

- Avoid making financial or contractual commitments beyond delegated authority.

Purchasing, Supplies, and Inventory

- Maintain office-supply and equipment inventories.

- Monitor stock levels and anticipate routine office and operational needs.

- Research products, obtain quotes, prepare purchase requests, and place orders after receiving required approval.

- Expedite approved orders when necessary and monitor shipping, delivery, and receipt.

- Verify that delivered items correspond with approved orders and supporting documentation.

- Report damaged, missing, incorrect, or delayed items to vendors and responsible employees.

- Maintain purchasing records, receipts, warranties, inventory lists, and vendor correspondence.

- Evaluate available office products and provide recommendations based on cost, quality, operational need, and compatibility.

- Distribute supplies and equipment to authorized employees and maintain assignment records.

- Assist with periodic physical inventory reviews and reconciliations.

Equipment and Office Services

- Coordinate office equipment, technology, telephone, internet, utilities, maintenance, and other assigned operational services.

- Maintain equipment inventories, assignment records, warranty information, service schedules, and repair documentation.

- Submit authorized service requests and coordinate with vendors, landlords, information technology employees, and other responsible parties.

- Monitor repair, replacement, installation, and delivery status.

- Promptly report lost, stolen, damaged, or malfunctioning equipment.

- Coordinate secure return, reassignment, storage, or disposal of equipment as authorized.

- Help ensure that equipment containing organizational data is handled according to information-security requirements.

- Identify office or facility concerns and communicate them through appropriate channels.

Records Management

- Develop, implement, and maintain organized electronic and physical records-management systems.

- Establish file structures, naming conventions, indexing methods, access controls, and archival procedures.

- File and retrieve records accurately and timely.

- Conduct periodic reviews to identify duplicate, outdated, incomplete, misplaced, or improperly stored records.

- Recommend improvements to records systems and administrative workflows.

- Follow applicable retention, confidentiality, legal-hold, privacy, and secure-destruction requirements.

- Protect sensitive employee, financial, donor, vendor, partner, program, and organizational information.

- Promptly report suspected record loss, unauthorized access, improper disclosure, or security concerns.

Data Management and Analysis

- Develop and maintain spreadsheets, databases, trackers, contact lists, reports, and operational records.

- Use sorting, filtering, formulas, lookup functions, pivot tables, and other tools to organize and analyze information.

- Review data for accuracy, completeness, consistency, and duplication.

- Prepare charts, tables, summaries, and presentations based on authorized data.

- Maintain proficiency with Microsoft Excel, Word, Outlook, PowerPoint, Access, Google Workspace, and other assigned systems.

- Document data sources, definitions, assumptions, and limitations when preparing reports.

- Share reports and data only with authorized individuals.

- Escalate significant data-quality, privacy, security, or access concerns.

Stakeholder and Community Coordination

- Coordinate authorized meetings and communications with community organizations, coalition partners, vendors, service providers, elected officials, funders, and other stakeholders.

- Meet with external groups or individuals on behalf of the State Director when specifically authorized.

- Gather information, document questions, communicate approved information, and track follow-up needs.

- Represent MFPS and its clients professionally and accurately.

- Avoid making promises, policy statements, contractual commitments, or public representations beyond delegated authority.

- Maintain records of stakeholder meetings, commitments, correspondence, and follow-up activities.

- Direct media, legal, employment, complaint, and other sensitive inquiries to the appropriate department.

Service and Problem Resolution

- Respond professionally to questions, requests, concerns, and complaints from employees, vendors, partners, and members of the public.

- Document complaints, relevant facts, actions taken, and unresolved issues.

- Research routine administrative and operational concerns and identify practical solutions.

- Coordinate with appropriate employees or departments to resolve issues.

- Escalate matters involving legal, financial, Human Resources, safety, media, or management authority.

- Follow up to confirm that assigned concerns have been addressed.

- Maintain confidentiality and professional boundaries during problem resolution.

Policy and Process Support

- Review assigned operational procedures for consistency with approved organizational policies and practices.

- Identify outdated, conflicting, unclear, or inefficient procedures and recommend revisions.

- Refer legal or regulatory compliance determinations to authorized leadership, Human Resources, finance, or legal counsel.

- Assist with developing and updating operations procedures, guides, checklists, forms, templates, and workflows.

- Support implementation and communication of approved policy and procedural changes.

- Help employees understand and follow established administrative, purchasing, records, travel, and office procedures.

- Promote consistent, efficient, documented, and accountable operational practices.

Professional Development and Team Support

- Participate in applicable training, workshops, conferences, and professional-development opportunities.

- Maintain current knowledge of relevant office, administrative, technology, records, and operational practices.

- Develop professional relationships and networks that support assigned responsibilities.

- Share relevant information, resources, and effective practices with employees.

- Collaborate with operations, finance, Human Resources, information technology, state, and national teams.

- Support high-volume operations during election cycles, events, audits, office transitions, and special projects.

- Performs other related duties as assigned.

Qualifications

Qualifications

Education

A specific degree is not required. Relevant education, administrative or operations training, and applicable professional experience will be considered.

Experience

- Previous experience in operations coordination, executive support, office administration, finance support, records management, or a comparable role preferred.

- Experience managing calendars, travel, meetings, correspondence, and administrative projects.

- Experience preparing reports, presentations, spreadsheets, meeting minutes, and professional communications.

- Experience supporting budget preparation, purchasing, invoices, or financial documentation preferred.

- Experience coordinating vendors, office supplies, equipment, facilities, or organizational services preferred.

- Experience supporting a nonprofit, advocacy, civic engagement, political, or mission-driven organization preferred.

Knowledge, Skills, and Abilities

- Excellent written, verbal, interpersonal, and customer-service communication skills.

- Strong organizational, time-management, prioritization, and multitasking skills.

- Ability to manage multiple assignments, schedules, requests, projects, and deadlines.

- Strong attention to detail, accuracy, documentation, discretion, and follow-through.

- Ability to collect, organize, analyze, and summarize information.

- Ability to prepare professional reports, presentations, correspondence, spreadsheets, and meeting minutes.

- Strong problem-solving skills and ability to escalate matters appropriately.

- Ability to understand and follow financial, purchasing, travel, records-management, confidentiality, and approval procedures.

- Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Google Workspace.

- Working knowledge of Microsoft Access or comparable database applications preferred.

- Proficiency with Excel sorting, filtering, lookup functions, formulas, and other data-management tools.

- Ability to learn project-management, financial, records, travel, and other organizational systems.

- Ability to work effectively both independently and collaboratively.

- Professional, flexible, resourceful, proactive, and service-oriented approach to work.

- Ability to communicate respectfully with employees and stakeholders from diverse backgrounds.

- Ability to maintain confidentiality and protect sensitive executive, employee, financial, donor, vendor, partner, and organizational information.

- Ability to travel and work outside regular business hours as required.

Physical Requirements

The physical requirements described below are representative of those necessary to perform the essential functions of the position, with or without reasonable accommodation.

- Ability to work at a computer and operate standard office and technology equipment for extended periods.

- Ability to review, prepare, enter, and exchange information in electronic and written formats.

- Ability to communicate effectively with employees, vendors, partners, and other stakeholders.

- Ability to participate in virtual and in-person meetings, presentations, trainings, conferences, and events.

- Ability to move throughout office, meeting, supply-storage, equipment-storage, and event locations.

- Ability to occasionally bend, stoop, kneel, or reach when maintaining supplies, records, or equipment.

- Ability to occasionally lift, carry, push, or move office supplies and equipment weighing up to [XX] pounds.

- Ability to travel by automobile or commercial transportation, as applicable.

Work Environment

This position may operate in an office, remote, hybrid, event, storage, or community-based environment depending on business and operational needs.

The Operations Coordinator may be required to travel to organizational offices, meetings, conferences, vendor locations, storage areas, trainings, and community events. Evening, weekend, or extended hours may occasionally be required during election cycles, organizational events, audits, office moves, emergencies, or other high-volume activities.

This position regularly works with confidential and sensitive executive, financial, employee, donor, vendor, partner, and organizational information and must comply with applicable confidentiality, data privacy, information-security, records-management, financial-control, and operational requirements.

Employees working remotely must comply with applicable MFPS and client operational, confidentiality, information-security, and technology requirements. Any proposed change to an employee’s approved remote work location or work arrangement must be communicated to and approved by Human Resources in advance.