Coordinator of Office Operations

Description

Part-Time (up to 25 hours a week), $28-$36 hourly, Non-Exempt, On-Site (3 days a week in person)

Organization Overview

Breaktime (www.breaktime.org) is a 501(c)(3) non-profit working to break the cycle of young adult homelessness by equipping young adults with the job and financial security they need to establish housing security. Our vision is a world without young adult homelessness. By providing employment, wraparound services, and financial support, Breaktime ensures that every young person has the tools they need to achieve job, financial, and long-term housing security. 

Breaktime prides itself on our supportive, flexible, and rewarding work environment. We offer valuable benefits such as paid time off, Summer Fridays, and 401k matching. Breaktime is rapidly expanding as an organization, and we believe there are significant opportunities for advancement.

Role and Responsibilities

Overview: We are looking for an organized, proactive operations professional to manage our day-to-day office administration, physical space, and internal procedures during scheduled hours. This position requires a strong technical aptitude, organizational skills, and the ability to independently manage multiple priorities. Your focus will be on keeping our workspace efficient, safe, and functional for our entire community while serving as a reliable resource for office logistics and basic troubleshooting.

The ideal candidate is a detail-oriented problem-solver who can manage a queue effectively, shift gears quickly, and interact with a wide range of individuals, including senior leadership, external vendors, community partners, and young adults. Personal discretion and strong professional boundaries are essential since you will handle sensitive financial, legal, and personnel data.

Reports to: AVP of Finance & Operations

Supervises: Up to 1 intern

Job Responsibilities

Daily Office and Building Operations

• Serve as the main point of contact for the office during scheduled hours, maintaining a warm, safe, and helpful environment for staff, partners, and the young adults we serve.
• Monitor and manage incoming internal operations requests and questions via Slack, prioritizing tasks effectively within a queue-based system.
• Manage the master space calendar to coordinate room bookings, welcome visitors, and track staff coverage.
• Oversee office access protocols, administer the building access card system, and maintain emergency exit strategies.
• Work directly with building property management to flag, track, and resolve maintenance, cleaning, and repair needs.

Logistics, Inventory Management, and Backup

• Handle incoming and outgoing mail, packages, and deliveries, ensuring they reach their intended recipients while maintaining discretion and confidentiality.
• Maintain oversight of office equipment and supply levels, initiating proactive replenishment to ensure uninterrupted team operations.
• Track expenses and assist with general purchasing to ensure alignment with our budget.
• Serves as the designated backup for cash and check processing during the absence of the Manager of Finance & Operations.

Technical and Systems Support

• Provide basic troubleshooting for office technology, including printers, conference room setups, and general IT issues, to minimize workflow disruptions.
• Coordinate with our external IT vendor to resolve escalated technical issues, ensure smooth staff onboarding and offboarding, and manage equipment distribution.
• Plan, host, and manage the technical aspects of virtual meetings and webinars using Google Workspace or Zoom.
• Maintain our digital and physical filing systems, ensuring clean organization and secure document storage within Google Drive.

Event Coordination and Team Support

• Collaborate with internal teams to handle the logistics for on-site events, meetings, and staff trainings.
• Assist with the physical setup and breakdown of events, and help secure any necessary city permits or insurance coverage.
• Work with the Communications team to provide updates for internal newsletters.
• Assist the broader operations team with drafting standard operating procedures (SOPs), managing data, and office reconfigurations.
• Perform other duties as assigned to support the AVP of Finance and Operations and the leadership team.

Requirements

Professional Experience: A minimum of 2-3 years of hands-on experience in office management, front desk administration, customer service, or a similar operational role. We want someone with a proven track record of managing daily office operations, keeping projects on schedule, and independently solving logistical problems.

Education: A high school diploma or equivalent is required.

Problem Solving: A proven ability to manage daily office routines, keep projects on schedule, and approach minor technical or logistical challenges with a solution-oriented mindset.

Communication: Clear, professional verbal and written communication skills.

Autonomy and Support: The ability to prioritize your own workload, manage tasks on deadline, self-correct when things do not go as planned, and confidently guide or support an intern.

Technical Competencies: Advanced capability using Google Workspace, Slack, Salesforce, Canva, Trello, and Zoom Workplace, or a demonstrated ability to master comparable platforms.

Confidentiality and Discretion: The ability to handle sensitive mail, deliveries, and confidential organizational data with the utmost discretion and professional judgment.

Mission Alignment: A genuine interest in nonprofit operations and a commitment to working thoughtfully with and for marginalized communities.

Physical Demands

• Candidates must be able to perform the essential physical demands of this role, with or without reasonable accommodation:
• Regularly required to remain in a stationary position at a desk, view items at a close range on a monitor, and use hands to handle office tools and equipment.
• Frequently required to stand, walk, kneel, or stoop around the office space, which may include lifting and moving office supplies, bulk deliveries, or event equipment weighing up to 50 pounds with assistance.

Breaktime carefully considers a wide range of compensation factors, including but not limited to prior experience, skills, expertise, location, internal equity, and other considerations permitted by law. The comprehensive remuneration details, inclusive of benefits, will be communicated upon finalization of the employment offer.

We value and welcome equivalent lived and professional experience. Research suggests that qualified women, marginalized identities, Black, Indigenous, and/or Persons of Color (BIPOC), may self-select out of opportunities if they don’t meet 100% of the job requirements. We believe in diversity and inclusivity at Breaktime, and encourage candidates from various backgrounds to apply if they believe they have the necessary skills to thrive in this role.

Breaktime champions radical inclusion. We strive to be an organization where everyone feels welcome, particularly those who are most often excluded and discriminated against. As an Equal Opportunity Employer, Breaktime does not discriminate in its employment decisions on the basis of housing status, race, color, gender, national origin, age, religion, creed, disability, veteran’s status, sexual orientation, gender identity, gender expression, or any other basis that would be in violation of any applicable federal, state, or local law.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.