Operations Coordinator

Overview

Grid Block has an exciting opportunity for an Operations Coordinator
. In this position you will provide comprehensive administrative, operational and project support for the smooth day-to-day operations of our main office. You will report directly to the director of engineering and provide high-level administrative and support duties to help align priorities, ensure seamless communication with internal and external stakeholders, and maximize the director’s time.

The Operations Coordinator needs to be agile, professional, and comfortable in a rapidly changing environment. The right person is highly organized, detail-oriented, proactive, trustworthy with confidential information and has exceptional communication skills and a high degree of discretion. You will act as a trusted collaborator and problem-solver to the senior leadership helping to drive success for the company.

Administrative support – 50%

• Work closely with Director to track priority items and drive execution efficiency
• Serve as a gatekeeper to the Director, ensuring timely responses with follow-ups, and effective communication flow
• Arrange and coordinate domestic and international travel arrangements (including aircraft travel), accommodations, and itineraries
• Ensure all travel-related logistics run smoothly and adjust quickly to last-minute changes
• Maintain confidentiality and handle sensitive information with discretion
• Track expenses, process reimbursements, and manage records
• Draft and manage communications with internal teams, clients, and external stakeholders on behalf of the Director
• Manage complex calendars, including scheduling internal and external meetings across time zones
• Coordinate contracts, documents and NDA execution
• Aid in the organization and storage of project directories
• Track vendors and partners action items and ensure timely completion with follow-ups
• Maintain company IP portfolio (ensure timely maintenance fee payment, issue reminder to inventors and lawyers for correct filing, etc)

Office coordination – 30%

• Responsible for coordinating and receiving all deliveries
• Inspect all incoming deliveries, log into inventory system and approve corresponding invoices
• Coordinate all outgoing shipments
• Coordinate events and guest visits
• Manage inventory of office supplies and other items
• Coordinate service, repairs and maintenance as necessary
• Serves as the first point of contact for the office

Budget/Purchasing – 20%

• Responsible for all project and office purchases
• Manages PO, vendor onboarding, follow-ups and timely invoice payments in coordination with accounting team
• Maintain log of all purchase orders in centralized system
• Maintain accurate and up to date disposition of items in inventory system
• Track purchases to yearly budget

• Bachelor’s degree in a Business or Engineering Field
• Minimum 5 years of relevant administrative and office coordination experience
• Proven experience as an Executive Assistant, or similar role supporting senior leadership

• Self-starter with strong problem-solving skills and a proactive mindset
• Flexible, adaptable, and able to work in a fast-paced, evolving environment
• Strong attention to detail
• Strong problem-solving, organization, and communications skills
• Good interpersonal skills and ability to build positive relationships
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word) and virtual collaboration tools (Zoom, Microsoft Teams, Web Ex)

• Great Place to Work – Enjoy a fast-paced, entrepreneurial culture focused on innovation
• A flexible, autonomous work environment
• A culture of respect, learning, and excellence
• Experienced, highly talented experts as team peers
• Growth and travel opportunities
• Be part of a team of change-makers with a significant impact on people around the world

Grid Block is an innovative energy router that dynamically manages the flow of energy between multiple sources and loads and is able to create and operate a self-contained microgrid. Grid Block packetizes and routes electrical energy with isolation and high accuracy to serve AC or DC systems seamlessly. The precision technology enables…