Operations Coordinator

Position description

The Operations Coordinator will support the Director of US Operations and will work closely with other members of the global Operations team and other senior team members on critical projects. The post holder will support across a variety of work streams including basic finance, general operations as well as recruitment and onboarding support.

Key responsibilities include:

Finance (30%)

Serving as the primary owner of ISD’s payroll system and maintaining system data and records
Handling financial (banking) transactions/payments, including routine bank reconciliations
Maintaining payroll system data and perform other administrative management tasks including onboarding/offboarding and keeping an accurate account of employee details including compensation changes
Maintaining 401k platform system data including onboarding/offboarding and serving as the primary POC with our vendor (we use Human Interest)
Managing accounts payable and receivable and ensuring compliance with non-profit accounting standards and regulations
Handling financial (banking) transactions/payments, including routine bank reconciliation
Liasing with State and Federal departments and our CPA where necessary
Providing any ad hoc management reports and information on payroll and support the global Finance team with maintaining the payroll forecast

Operations (30%)

Answering the US phone line and redirect calls or taking messages as appropriate
Managing office supplies, equipment and maintenance, including ordering supplies, and serve as the point of contact with office building reception staff

Managing ISD’s physical mail – responsible for checking the US mailbox and managing administration of it’s contents (scanning, virtual filing) and depositing donor checks
Supporting the Director of Operations in developing and implementing new operations policies and procedures as needed

Administration (20%)

Providing general administrative support to the US Executive Director as required (ie: diary scheduling, expense management, administration)
Providing support and troubleshooting of our internal staff travel booking platform, TravelPerk
Assisting with general ad hoc administration requests as needed as assigned by the US Director or the Executive Leadership Team

HR & Recruitment support (30%)

Using ISD’s ATS (Recruitee) to support with recruitment, including placing adverts, arranging interviews, updating the system, and requesting interview feedback for Hiring Managers
Responding to applications and recruitment queries
Assisting with onboarding of new employees, including requesting vetting checks
Overseeing the HRIS (we use Hibob) for the US team