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Operations Coordinator
Location: Basking Ridge
Supervisor/Reporting to: Operations Manager
Job Purpose: The Operations Coordinator provides onsite and network-wide administrative and facilities support to ensure safe, efficient, well-maintained, and responsive workplace operations. Serve as a key point of contact for employees, vendors, building personnel, and operational requests while coordinating facilities, access, maintenance, logistics, and emergency support across North American locations.
Essential Functions and Accountabilities:
- Maintain accurate and up-to-date administrative files for vendors, operational contacts, site records, and related documentation.
- Serve as the onsite Headquarters contact for the Business Operations team, providing in-person operational support and representing the team to employees, vendors, visitors, and building personnel.
- Coordinate deliveries, receiving, and related onsite logistics, including communication and coordination with vendors.
- Serve as the first line of response for the internal ticketing system and operational email requests, ensuring requests are appropriately addressed, escalated, and resolved in a timely manner.
- Partner with landlord and building maintenance personnel to ensure RMA standards for office security, environmental and climate controls, lighting, cleanliness, and overall facility conditions are consistently maintained.
- Administer the access and alarm systems, including adding and removing employee access codes, managing passwords, and establishing and maintaining appropriate response procedures for alarm notifications.
- Oversee and coordinate maintenance requests across all locations within the North American network, proactively identifying cost-efficient vendors and ensuring effective vendor administration and service delivery.
- Assist with the oversight and coordination of renovation, facilities, and office maintenance projects as directed.
- Assist with the maintenance and administration of telephone and communication systems.
- Maintain and administer the master key system, including appropriate tracking and access controls.
- Respond to operational emergencies and facility-related incidents to support the safety and well-being of employees, patients, visitors, and other personnel.
- Foster an internal communication environment that promotes open, accurate, timely, and two-way communication of information, ideas, questions, and concerns.
Academic Training:
- Associates Degree Preferred but work experience acceptable
Position Requirements/Experience:
- Minimum 5 years’ relevant work experience
Technical Skills: Basic computer skills; word, excel and email - required
- Knowledge of office procedure and office machines (i.e., computer, fax, copier, etc.).
IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.
- Medical, Dental, Vision Insurance Options
- Retirement 401K Plan
- Paid Time Off & Paid Holidays
- Company Paid: Life Insurance & Long-Term Disability & AD&D
- Flexible Spending Accounts
- Employee Assistance Program
- Tuition Reimbursement
About IVIRMA Global:
IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science. Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/
EEO
“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”
Skills Required
- Minimum 5 years of relevant work experience
- Basic computer skills, including Microsoft Word, Excel, and email
- Knowledge of office procedures and office equipment such as computers, fax machines, and copiers
- Associate degree
What We Do
Reproductive Medicine Associates (RMA Network) was founded to help individuals and couples realize their dream of parenthood by focusing on patient care and support during treatment, as well as being actively involved in industry-leading research. RMA research breakthroughs and continuous improvement in laboratory processes and patient care protocols have to lead to increased success rates, in turn furthering our mission of family building. The successes at RMA led to the desire to share these techniques with additional clinics, thereby providing patients increased geographical access to top-quality infertility care. RMA is in a unique position where treatment breakthroughs are quickly applied to multiple centers, thereby furthering the positive impact for patients. RMA continues to believe that providing the highest quality patient care, both in successes and experience with our teams, is a continuous improvement process. Focus on building families is the passion that contributes to success and growth.
