Golden Gate Regional Center (GGRC)
Operations Coordinator
Golden Gate Regional Center (GGRC), San Francisco, California, United States, 94199
Overview
GGRC is currently hiring for an Operations Coordinator that will report to the Manager/Supervisor of Operations. This position handles everyday higher-level facility and operational processes related to supporting San Francisco, San Mateo, and Marin offices to ensure facilities are maintained and offices operate smoothly. The role will support the Manager/Supervisor of Operations with ad hoc duties and projects. Travel within San Francisco, San Mateo, and Marin counties is required as needed and may be required to travel to other locations periodically. Access to reliable transportation permitting travel between different locations is necessary to perform the outlined responsibilities.
Responsibilities
Primary back-up for the Manager/Supervisor of Operations and Facilities Assistant.
Anticipate and respond to general facility-related office and building issues.
Monitor office vendors visits or services at all office locations (maintenance, engineering, janitorial, supplies, shredding, and any unusual issues).
Process purchase order requests in a timely manner.
Process purchase requests: maintain quotes and approvals, generate purchase orders, submit orders to vendors, monitor order completion and shipment tracking.
Assist with researching non-company standard purchase requests from departments as needed.
Adhere to procurement guidelines and regulations, including competitive bids in compliance with applicable sections of the Public Contract Code & the State Administrative Manual (SAM).
Serve as a secondary contact with building management for escalated issues and vendor approvals.
Assist with office construction buildouts, upgrades to spaces, moves within and between office locations.
Oversee and maintain all office seating maps and employee seating assignments.
Review and process special requests for off-hours/weekend use of premises.
Coordinate resolution of major facilities issues (HVAC, security, etc.).
Manage access card administration in Brivo and BluSky.
Process Market Street Bicycle Parking Access requests.
Maintain an Inventory Control system for all GGRC physical assets; assess/utilize new technology to improve accuracy and efficiency.
Maintain OSOE tracking records and submit DGS disposal requests.
Assist with DDS records requirements and audits.
Coordinate office furniture inventory, movement, and installation; oversee contract workers.
Work with IT/HR on workstation assignments, equipment needs, and staff accommodations.
Maintain front-desk/receptionist back-up schedule and ensure confidentiality of client information in line with HIPAA and the California Lanterman Act where applicable.
Participate in special projects and assist with additional duties as assigned.
Requirements
Education: High School Certification.
Experience: 3-5 years of related experience in office administration, focusing on business operations and facility management.
Skills:
Must be available to work in-office Mondays through Fridays.
Ability to develop standard business communications with proper grammar, spelling, and punctuation.
Ability to convey complex information clearly and professionally.
Ability to operate basic office equipment (scanners, copiers, faxes, phones).
Proficiency with MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe or similar software.
Understanding of facilities/equipment from a technical perspective.
Sufficient manual strength and dexterity for mailroom and operation duties.
Discretion and ability to maintain confidentiality.
Dependable, reliable, resourceful, with high attention to detail.
Ability to work independently and as part of a team; able to multi-task and prioritize; organized.
Must have access to reliable transportation.
Competency Traits: Initiative, Accountability, Customer service orientation, Attention to detail, Analytical thinking, Organizational ability, Time management, Collaboration/teamwork, Adaptability.
Desired Qualifications: Experience in multi-cultural settings and/or multilingual capacity.
Benefits We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer-paid Life, Disability and Vision coverage. 10% employer contribution to a 403(b) retirement account. Generous time-off benefits: 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.
How to apply GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you may attach a cover letter. Applications are reviewed on a rolling basis, so please submit yours soon. Golden Gate Regional Center is an Equal Opportunity Employer.
Job details
Seniority level: Associate
Employment type: Full-time
Job function: Administrative
Industry: Individual and Family Services
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Responsibilities
Primary back-up for the Manager/Supervisor of Operations and Facilities Assistant.
Anticipate and respond to general facility-related office and building issues.
Monitor office vendors visits or services at all office locations (maintenance, engineering, janitorial, supplies, shredding, and any unusual issues).
Process purchase order requests in a timely manner.
Process purchase requests: maintain quotes and approvals, generate purchase orders, submit orders to vendors, monitor order completion and shipment tracking.
Assist with researching non-company standard purchase requests from departments as needed.
Adhere to procurement guidelines and regulations, including competitive bids in compliance with applicable sections of the Public Contract Code & the State Administrative Manual (SAM).
Serve as a secondary contact with building management for escalated issues and vendor approvals.
Assist with office construction buildouts, upgrades to spaces, moves within and between office locations.
Oversee and maintain all office seating maps and employee seating assignments.
Review and process special requests for off-hours/weekend use of premises.
Coordinate resolution of major facilities issues (HVAC, security, etc.).
Manage access card administration in Brivo and BluSky.
Process Market Street Bicycle Parking Access requests.
Maintain an Inventory Control system for all GGRC physical assets; assess/utilize new technology to improve accuracy and efficiency.
Maintain OSOE tracking records and submit DGS disposal requests.
Assist with DDS records requirements and audits.
Coordinate office furniture inventory, movement, and installation; oversee contract workers.
Work with IT/HR on workstation assignments, equipment needs, and staff accommodations.
Maintain front-desk/receptionist back-up schedule and ensure confidentiality of client information in line with HIPAA and the California Lanterman Act where applicable.
Participate in special projects and assist with additional duties as assigned.
Requirements
Education: High School Certification.
Experience: 3-5 years of related experience in office administration, focusing on business operations and facility management.
Skills:
Must be available to work in-office Mondays through Fridays.
Ability to develop standard business communications with proper grammar, spelling, and punctuation.
Ability to convey complex information clearly and professionally.
Ability to operate basic office equipment (scanners, copiers, faxes, phones).
Proficiency with MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe or similar software.
Understanding of facilities/equipment from a technical perspective.
Sufficient manual strength and dexterity for mailroom and operation duties.
Discretion and ability to maintain confidentiality.
Dependable, reliable, resourceful, with high attention to detail.
Ability to work independently and as part of a team; able to multi-task and prioritize; organized.
Must have access to reliable transportation.
Competency Traits: Initiative, Accountability, Customer service orientation, Attention to detail, Analytical thinking, Organizational ability, Time management, Collaboration/teamwork, Adaptability.
Desired Qualifications: Experience in multi-cultural settings and/or multilingual capacity.
Benefits We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer-paid Life, Disability and Vision coverage. 10% employer contribution to a 403(b) retirement account. Generous time-off benefits: 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.
How to apply GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you may attach a cover letter. Applications are reviewed on a rolling basis, so please submit yours soon. Golden Gate Regional Center is an Equal Opportunity Employer.
Job details
Seniority level: Associate
Employment type: Full-time
Job function: Administrative
Industry: Individual and Family Services
#J-18808-Ljbffr