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Operations Coordinator
2 months ago
Key Responsibilities:
The Operations Coordinator is responsible for managing and organizing appointments for senior management and operational staff. This role involves assisting in the scheduling and oversight of union personnel, inspectors, and contractor activities. The coordinator will handle work orders related to external contractor services and maintain comprehensive records of inspections, work orders, and contractor completions.
In collaboration with the Assistant Director of Maintenance and Construction, this position will oversee the Assistant Director's schedule and support daily tasks, including note-taking, report generation, information collection, and follow-up on assignments. Additional responsibilities include site visits to assess property conditions and gather materials for reports, ensuring accuracy against existing records.
Under supervision, the coordinator will prepare requisitions for contractor services, materials, and equipment. The role also entails transcribing notes into various documents such as letters, reports, and memorandums, as well as typing standardized form letters for managerial review. The coordinator will maintain office files, update records, and compile data to prepare detailed reports.
Public Interaction:
This position requires providing information to the public regarding operational rules, regulations, and activities. The coordinator will also assist in preparing and distributing agendas and materials for departmental meetings, taking notes, and disseminating minutes.
Work Environment:
The Operations Coordinator will primarily work in a climate-controlled office environment, with occasional duties performed outside the office.
Qualifications:
Applicants should possess a high school diploma supplemented by business courses. Experience in customer service within a business context, along with proficiency in clerical tasks, is preferred. Key qualifications include:
- Understanding of occupational safety and health regulations.
- Proficiency in PC software and modern office equipment.
- Ability to manage multiple tasks effectively.
- Strong communication skills with various management levels and the public.
- Capability to prepare routine reports and interpret regulations.
- Typing speed of at least 55 words per minute.
- Ability to maintain effective working relationships and address public relations issues tactfully.
Special Requirements:
Possession of a valid California Driver's License is required.
Physical and Mental Requirements:
This role involves frequent communication, problem-solving, and multitasking. The employee will be required to sit for extended periods and perform repetitive motions while using a keyboard. Occasional physical activities may include kneeling, lifting, and carrying items up to 10 lbs.
The above description outlines the essential functions and qualifications for the Operations Coordinator position at Village Management Services, Inc., a leading provider of management services in the Laguna Woods Village community.
