Operations Coordinator

About the role

The JobDocumented is seeking a mission-aligned Operations Coordinator to join our Operations team. This person will support the Director of Operations with managing the day-to-day operations of our hybrid office. This person will ensure the efficient functioning, safety, and professionalism of Documented’s office by overseeing the virtual and physical space, enforcing policies, and creating a welcoming environment for staff, and other stakeholders.

Responsibilities

• Office Operations & Administrative Support (30%)
  • Support the daily functioning of Documented’s hybrid office and internal operations by helping maintain an organized, welcoming, and well-stocked workplace.
  • Order, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Coordinate office-related logistics, including building requests, vendor visits, deliveries, mail, packages, guest access, and shared space needs.
  • Help maintain operational calendars, recurring checklists, internal trackers, and administrative workflows.
  • Track operational follow-ups, deadlines, and assigned administrative tasks on behalf of the Director of Operations.
  • Keep process guides, checklists, templates, and internal documentation updated as directed.
  • Track office-related vendor contact information, recurring administrative needs, and non-financial operational records.
  • Collect, organize, and file administrative documents such as receipts, vendor forms, agreements, and related records, ensuring materials are saved in the appropriate shared folders.
  • Provide administrative and logistical support for special projects assigned by the Director of Operations or Leadership Team.
• Development Operations, Donor Stewardship & Events Support (25%)
  • Support the execution of fundraising email campaigns in Mailchimp by segmenting audiences, uploading and formatting content and graphics, testing campaigns, and ensuring all emails receive multiple rounds of quality assurance before scheduling or sending.
  • Maintain accurate donor records in Givebutter by entering and updating constituent information, researching missing contact details, combining household records, preparing mailing lists, and maintaining LYBUNT, SYBUNT, prospect, and donor reports.
  • Retrieve organization mail weekly and route donations, correspondence, and other development materials to the appropriate staff while supporting timely gift processing.
  • Support gift processing by scanning and uploading checks, entering donations into Givebutter, generating acknowledgement letters and thank-you emails, and tracking workflows through Asana to ensure timely donor stewardship.
  • Provide logistical support for fundraising events by preparing invitations, managing RSVPs, producing registration materials and name tags, assisting with event setup and guest check-in, coordinating vendors and event materials as needed, and supporting post-event acknowledgements and follow-up.
  • Maintain accurate development records by taking meeting notes, organizing files, documenting donor interactions, and ensuring next steps, deadlines, and follow-up activities are recorded consistently across development systems.
  • Build knowledge of nonprofit fundraising operations and donor stewardship while helping uphold Documented's culture of responsiveness, gratitude, professionalism, and thoughtful attention to every supporter interaction.
  • Perform other administrative, operational, and logistical duties as assigned in support of Documented's mission and organizational priorities.
• People Operations & Culture Support (15%)
  • Support onboarding and offboarding logistics for staff, fellows, interns, and contractors.
  • Prepare onboarding checklists, welcome materials, equipment requests, account access requests, and first-day logistics.
  • Support offboarding logistics, including equipment return, access removal requests, documentation updates, and exit process coordination.
  • Provide administrative support for recruitment by maintaining recruiting trackers, posting materials, scheduling interviews, and coordinating candidate communications.
  • Help coordinate staff trainings, policy rollouts, acknowledgment forms, reminders, and related documentation.
  • Support staff appreciation efforts, birthdays, anniversaries, team celebrations, culture-building activities, and staff gatherings.
  • Aid in staff feedback processes by helping prepare forms, send reminders, schedule meetings, and organize documentation.
  • Maintain confidentiality and exercise discretion when handling people-related information.
• Technology & Systems (15%)
  • Maintain inventory records for laptops, phones, office equipment, software subscriptions, and other organizational tools.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Cook, track, and restock office supplies, printed materials, snacks, equipment, and other shared resources.
  • Coordinate equipment setup, distribution, return, repair requests, and replacement needs.
  • Provide basic technology support for staff and escalate more complex issues to external IT support or the Director of Operations.
  • Aid in user access requests for tools such as Google Workspace, Slack, project management platforms, ChatGPT, Shutterstock, LinkedIn, and other organizational systems.
  • Keep internal systems documentation updated, including access instructions, tool guides, equipment records, and troubleshooting notes.
  • Help maintain shared drive organization, naming conventions, folder structures, records cleanup, retention processes, and internal documentation — including SOPs, checklists, templates, trackers, and playbooks — so staff can easily find accurate and up-to-date operational resources.
• Revenue Operations Administrative Support (15%)
  • Organize vendor, contractor, subscription, renewal, advertising campaign, and related documentation in the appropriate shared folders.
  • Maintain trackers for vendors, contractors, subscriptions, renewals, and advertising campaigns, and flag upcoming deadlines or missing materials to the Director of Operations.
  • Create and maintain campaign folders, intake sheets, trackers, creative asset records, launch materials, and closeout documentation for advertising campaigns.
  • Aid in campaign onboarding and closeout by saving IOs, contracts, creative assets, links, final reports, invoices, and related records so documentation is complete and easy to reference.
  • Help collect, organize, and file revenue operations records such as invoices, receipts, W-9s, W-8BENs, contracts, IOs, and vendor documentation.
  • Provide administrative support only; revenue strategy, client relationship management, advertising sales, pricing, invoicing decisions, and financial approvals remain owned by the appropriate senior staff.

Requirements

Three to five years of experience in nonprofit operations, administration, office coordination, event logistics, people operations support, or a related role preferred (newsroom/media experience is a major plus).

Proven ability to manage event timelines, logistics (catering, meeting room set up and breakdown, etc), and multiple competing priorities with accuracy and composure.

Experience using Microsoft Suite (Word, Excel, Outlook, and PowerPoint) and Google Suite (Gmail, Docs, Sheets, Calendar, and Forms), Monday.com.

Interest in and ability to quickly learn new technology and improving existing workflows.

Ability to take initiative and work with minimal supervision.

Ability to problem solve and make decisions while being fiscally responsible.

Strong written and verbal communication skills.

Detail-oriented, with strong organizational and interpersonal skills.

Demonstrated skill set in project management, including but not limited to:

• Ability to keep a project moving toward successful completion, to set and meet deadlines, and to provide effective cross-departmental communication to ensure project deadlines are met.
• Ability to maintain confidentiality and integrity when managing sensitive information.

Brings a service-oriented, people-first approach to operations.

Felts connected to Documented’s mission of serving immigrant communities.

Qualifications

Commensurate with experience.

Skills

Not specified.

Benefits

Comprehensive benefits package that includes medical coverage (health, dental, and vision), a Flexible Spending Account, extended leave (up to 100% coverage for up to sixteen weeks). Full-time employees can participate in our 401k retirement benefit program. Additionally, we offer generous time off with up to 58 fully paid non-working days (through a combination of vacation, sick, and holidays).

Pay

$60,000 - $65,000

Schedule

Hybrid of in-person at our New York office and at home with two mandatory days in-office on Tuesdays and Thursdays.