Operations Specialist

The Operations Specialist coordinates operational functions of the Sacramento office to ensure a well-functioning, compliant environment for staff, clients, and partners. Responsibilities include managing safety and security, IT, supply chain, facility management, and providing general administrative support.

Responsibilities

• Serve as the office’s primary focal point for day-to-day Safety and Security matters.
• Coordinate immediate incident management including filing police reports and reporting incidents according to protocols.
• Develop office-specific Safety and Security onboarding materials and provide briefings to new staff and covered persons.
• Organize emergency evacuation exercises and other trainings informed by Security Risk Assessment findings.
• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources and incident reporting channels.
• Work with regional and HQ IT team and local service providers to address internet or telecommunications disruptions.
• Serve as the office’s primary point of contact for procurement and supply chain, ordering supplies and coordinating servicing and repairs.
• Manage and maintain digital and physical files.
• Manage vendor billing/invoices in coordination with Finance team.
• Coordinate fleet management and on- and off-site storage needs.
• Manage office and equipment leases, coordinate repairs and improvements with property managers.
• Coordinate workspace allocation and support employee lifecycle needs such as building access.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Assist with planning and coordinating office events and meetings.
• Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk professionally.
• Coordinate and refer walk-in clients to appropriate programs.
• Answer calls, manage general email account, and respond to walk-in inquiries.
• Complete I-9 verifications with new hires.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree or equivalent directly related experience required.
• One or more years of relevant work experience in office administration; facilities management, procurement or related field, preferred.
• Highly organized self-starter with demonstrated problem-solving and follow-through ability, and proven success in managing multiple and diverse priorities under pressure.
• Strong analytic problem-solving skills with attention to detail.
• Ability to troubleshoot basic IT issues.
• Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time in a demanding, fast-paced environment.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite.
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.
• Fluency in English required.
• Prior people management experience preferred.

Skills

• Office Management
• Facilities Management
• Procurement
• Problem Solving
• IT Troubleshooting Support
• Verbal Communication
• Written Communication
• Organizational Skills
• Time Management
• Microsoft Office Suite
• Stakeholder Engagement
• Change Management
• People Management
• Supply Chain Management
• Safety Management
• Security Management
• Administrative Support

Languages

English