JOB DESCRIPTION

Job Overview:  The Operations Specialist is responsible for the coordination of operational functions of the San Jose office, resulting in a well-functioning, compliant environment for staff, clients, and partners.  They are the primary point of contact for various functional areas, manage reception, and provide general administrative support. This is a challenging position that requires strong organization, creative problem-solving, a high level of personal initiative, and the ability to work well in a distributed, multicultural, fast-paced environment. This position reports to the regional Operations Manager and the Site Director.

Major Responsibilities:

Safety and Security (S&S)

• Serve as the office’s primary focal point for day-to-day S&S matters.
• Coordinate immediate incident management including filing police reports.  Report S&S incidents involving covered persons in accordance with established protocols.
• Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
• Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings.

Information Technology (IT)

• Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
• Educate staff about IT support resources, including appropriate channels for incident reporting.
• Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.

Supply Chain

• Serve as the office’s primary point of contact for procurement and supply chain.  Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
• Manage and maintain digital and physical files.
• Manage vendor billing/invoices in coordination with Finance team.
• Coordinate fleet management in accordance with established protocols.
• Coordinate on- and off-site storage needs.

Facility Management

• Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
• Coordinate the allocation of workspaces and support related 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.

Other duties:

• Greet clients, visitors, donors, job candidates, and other IRC stakeholders at front desk with a high degree of professionalism.
• 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.
• Other duties as assigned

Key Working Relationships: 

Position Reports to:  Operations Manager with dotted line to Site Director.

Job Requirements: 

Work Experience: 

• One or more years of relevant work experience in office administration; facilities management, procurement or related field, preferred.

Demonstrated Skills and Competencies: 

• 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. 

Education: 

• Bachelor’s degree or equivalent directly related experience required. 

Language Skills: 

• Fluency in English required.

Preferred experience & skills: 

• Prior people management experience preferred.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements