Operations Coordinator in York, Pennsylvania at YWCA York

Job Title: Operations Coordinator

Reports to: Chief Operations Officer

FLSA: Exempt

Summary:

The Operations Coordinator provides comprehensive administrative and operational support to the Chief Operations Officer and the Operations team, ensuring the effective coordination, execution, and oversight of daily organizational operations. This role serves as a key liaison for facilities management, vendor partnerships, project administration, and operational systems, helping to ensure priorities are implemented efficiently and consistently. The Operations Coordinator plays an integral role in supporting organizational continuity by tracking projects, coordinating compliance activities and inspections, maintaining operational processes, and facilitating the successful execution of maintenance initiatives and operational programs across all departments.

Essential Duties and Responsibilities:

• Facilities & Maintenance Coordination: Oversees maintenance ticketing systems, coordinates preventative maintenance activities, and works closely with facilities staff to ensure inspections, maintenance, and repairs are completed in a timely and effective manner.

• Project Coordination: Supports project oversight and execution, including tracking timelines, coordinating with internal teams and vendors, and ensuring projects progress without unnecessary delays.

• Vendor Relations & RFP Support: Assists in vendor coordination including bid processes, RFP development, contract tracking, and performance monitoring to ensure alignment with organizational expectations.

• Inventory Management: Maintains oversight of operational inventory including tracking, ordering, and organization of supplies and materials necessary for daily operations and projects.

• Compliance & Inspections: Assists in coordination and preparation for all required inspections, compliance requirements, and documentation to ensure adherence to local and state regulations.

• IT & Maintenance Ticketing: Manages and supports incoming IT and maintenance tickets, ensuring issues are tracked, communicated, and resolved efficiently.

• Standard Operating Procedures: Assists in building, reviewing, and maintaining SOPs to support consistent and efficient operational workflows across departments.

• Rentals & Event Coordination: Oversees and coordinates facility rentals including site visits, contracts, communication, and setup/teardown logistics as needed. Provides support for internal programs and events.

• Administrative & Operational Support: Provides general administrative support to the COO and Operations team, including scheduling coordination, documentation, and reporting as needed.

Qualifications:

• Bachelor’s degree in business administration, operations management, or a related field preferred.

• 2–4 years of experience in operations, facilities coordination, or project coordination preferred.

• Strong organizational, time management, and multitasking abilities.

• Ability to work independently while maintaining communication with leadership.

• Experience working with vendors, contractors, and service providers preferred.

• Proficiency in Microsoft Office and project tracking tools (e.g., Excel, Asana, Monday.com, or similar).

Competencies:

• Strong attention to detail with ability to manage multiple priorities simultaneously.

• Proactive problem-solving and execution-oriented mindset.

• Effective communication skills, both written and verbal.

• Ability to build and maintain professional relationships across teams and with external partners.

• High level of accountability, responsiveness, and follow-through.

Physical Requirements:

• Ability to lift, push, and/or pull up to 25-50 pounds.

• Standing and walking for extended periods of time.

• Ability to travel between facilities and work outdoors in varying conditions as needed.

EEO Statement

YWCA York is an equal opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any kind without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, compensation, training, benefits, and termination.