Operations Coordinator

About MF Professional Services, Inc.

MF Professional Services, Inc. (“MFPS”) provides human resources, payroll, benefits administration, and operational support to mission-driven organizations.

This position supports MFPS clients, including Mi Familia Vota (“MFV”) and Mi Familia en Acción (“MFA”), national Latino-led organizations working to strengthen civic participation, build political power, and advance policies affecting Latino communities.

Position Summary The Operations Coordinator provides administrative and operational support to the assigned state office. Reporting to the State Director or designee, this position coordinates schedules, meetings, travel, purchasing, office services, records, inventory, and routine financial documentation.

The Operations Coordinator works with state and national employees, Finance, Human Resources, vendors, community partners, and other stakeholders. The position requires strong organization, attention to detail, discretion, professionalism, and sound judgment.

Essential Duties and Responsibilities Administrative and Executive Support
- Manage calendars, appointments, meetings, interviews, events, and deadlines for assigned leaders.

- Prepare agendas, presentations, reports, correspondence, meeting minutes, and other materials.

- Coordinate meeting logistics, technology, supplies, interpretation, and follow-up activities.

- Screen and route calls, mail, email, packages, and other communications.

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

- Handle confidential employee, financial, executive, and organizational information appropriately.

Travel, Meetings, and Events
- Coordinate authorized travel, lodging, transportation, registrations, itineraries, and related documentation.

- Organize internal and external meetings, trainings, conferences, and community events.

- Communicate schedules, changes, logistical details, and preparation requirements to participants.

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

Budget and Purchasing Support
- Assist with budget preparation, expense tracking, invoices, receipts, reimbursements, and supporting documentation.

- Maintain budget and purchasing trackers and report missing information or apparent discrepancies.

- Obtain quotes and process approved purchases in accordance with established procedures.

- Coordinate with Finance regarding payments, expense documentation, coding, and recordkeeping.

- Do not authorize payments, sign contracts, or make financial commitments without written authority.

Office, Equipment, and Inventory Coordination
- Maintain office-supply, equipment, and technology inventories.

- Coordinate approved purchases, deliveries, repairs, installations, and service requests.

- Maintain equipment-assignment, warranty, purchasing, and vendor records.

- Report lost, stolen, damaged, or malfunctioning equipment promptly.

- Coordinate authorized return, reassignment, storage, or disposal of organizational property.

- Help address office, facility, telephone, internet, utility, and other operational needs.

Records and Data Management
- Maintain organized electronic and physical records using approved naming, filing, access, and retention practices.

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

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

- Prepare charts, summaries, reports, and presentations using authorized data.

- Protect confidential information and promptly report privacy, security, or records concerns.

Stakeholder and Operational Support
- Communicate professionally with employees, vendors, community partners, service providers, and members of the public.

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