Operations Coordinator

The Operations Coordinator is responsible for and has the authority to accomplish the execution of the duties listed below. They coordinate, as appropriate, certain aspects of those responsibilities with corresponding departments.

The responsibilities described herein reflect the general details considered necessary to describe the principal functions of the position identified and may not be construed as a complete description of all the requirements that may be inherent in the position.

• Maintain documentation and prepare acknowledgement letters for cash and in-kind donations. Prepare reports from Past Perfect.
• Set up, maintain, and troubleshoot IT operations including Microsoft 365 accounts and Google Workspace.
• Obtain mail from the mailbox and distribute as needed.
• Responsible for the “operations” and “info” email accounts by responding to inquiries and forwarding emails to appropriate departments.
• Communicate alarm system issues and work with the Executive Director when contacting the alarm company, ACS. Add and remove users from the alarm system when necessary.
• Maintain and update the museum login passwords and oversee company cell phone for 2-step verifications as needed.
• Cover office telephones as needed.
• Coordinate with third-party vendors for facility improvement projects, including soliciting bids for contracted maintenance and repair services needed, and cross-departmental coordination ensuring limited interruption to events or daily operations.
• Assist as needed with Member Receptions, Exhibit Programming, Annual Fundraiser (Winter Park Paint Out).
• Manage the cleaning company duties and provide the main point of communication between departments and cleaning crew.
• Help with clerical and front desk support when needed, including gift shop, walk-in customers and incoming phone assistance.
• Monitor G-Suite account and museum emails and make changes to them as needed.
• Work with Executive Director and other Department Heads to maintain adequate inventory for office, kitchen, gallery and cleaning supplies.

Job Requirements:

• Strong time management, organization and interpersonal skills.
• Ability to learn and maintain all technology related equipment, including but not limited to, the internet and phone systems, the security system, and Google and computer hardware and software.
• Position is a Part-Time position and is generally 15-18 hours a week.