Operations Coordinator

Amazon Conservation is looking for an energetic and versatile operations professional for a full-time position supporting a range of key activities central to maintaining a high level of operational efficiency and coordination for staff in the Washington, D.C. office and around the world.

The candidate must be able to coordinate and communicate effectively with staff and other colleagues at all levels, both internal and external to Amazon Conservation, and have a proven record of taking initiative in a support role. The Operations Coordinator will report to the Finance Director.

• Manage staff and other internal team meetings : lead the scheduling, assist in drafting and disseminating agendas and relevant materials , manage technology needs, and provide note-taking .
• Support the President in scheduling meetings within the Amazon Conservation team as well as with Board Members, external partners, and other parties.
• Manage travel and meeting logistics for staff and guests for local and international meetings, including booking flights, hotels, transportation, and meeting rooms; managing all catering, supplies, and technology needs; supporting material creation and dissemination; and communicating logistics information in a timely manner to all parties.
• Support the preparations and logistics of fundraising and other institutional events, including venue research and booking, managing all catering and technology needs, interfacing with vendors, purchasing supplies, setting up and taking down, and supporting all other staff needs.
• Manage internal planning calendars (including the international holidays calendar that may affect partners’ availability, the staff vacation calendar, and others) and communicate US holidays and DC office closings in a timely manner with staff and partners outside the country.
• Serve as the organization's initial point of contact, answering phones, sorting and distributing mail, checking the organization's shared email accounts, directing inquiries to the pertinent staff in a timely manner, and greeting and assisting office visitors.
• Receive and scan checks received by mail, distribute copies to the appropriate parties, prepare deposit slips, and process deposits in a timely manner. Maintain general office cleanliness and organization.
• Ensure that all technology and office equipment (printers, monitors, conferencing systems, etc.) needed by the Amazon Conservation team (both in the US and internationally) are in working order and functional.
• Manage all staff IT needs, providing troubleshooting as needed and escalating complex needs to the designated IT consultant.
• Manage inventory of office equipment and supplies and lead purchasing.
• Support partners in purchasing and transporting field equipment as needed, including creating and managing all relevant documentation.
• Manage external vendors (including but not limited to translators, catering companies, printers, and building contacts).
• Assist the Finance Department with the review, reconciliation, and processing of credit card expense reports..
• Maintain up-to-date electronic and physical files with effective and safe filing systems in Dropbox and other systems.
• Create, update, and maintain key staff documents, including templates for onboarding/offboarding, and organizational policies and procedures.
• Support recruitment efforts, including publishing job postings for new positions on job boards, organizing application files, supporting staff in scheduling interviews, and communicating with candidates.
• Support staff onboarding and offboarding processes, including developing key documents, scheduling onboarding meetings, gathering…