Operations Coordinator

POSITION TITLE: Operations Coordinator

DEPARTMENT: Facilities & Asset Management

REPORTS TO: VP of Facilities & Asset Management

DIRECT REPORTS:  None 

SALARY: $45,000 - $51,480 annually

LOCATION: 41st Shelter Site

Join a Legacy of Hope and Empowerment at Covenant House New York!

For over 50 years, Covenant House New York (CHNY) has been at the forefront of transforming lives by providing comprehensive shelter, housing, and wrap-around support services for vulnerable homeless, runaway, and exploited youth. As the largest provider of these essential services in New York City, CHNY impacts the lives of over 1,500 young people aged 16-24 every year.

At CHNY, our doors are open to all young people in need, regardless of race, religion, sexual orientation, gender identity, and expression. Our dedicated team offers various services, including shelter, housing, education, employment, health, mental health support, youth development, and anti-human trafficking initiatives. We operate with harm reduction and trauma-informed principles to ensure the best care for our youth.

But our mission goes beyond immediate support. We are passionate advocates for systemic change, influencing public policy, and raising awareness of the critical issues surrounding youth homelessness. Our ultimate goal is to provide a safe refuge and empower young people to build a brighter future founded on compassion, unconditional love, and absolute respect.

Join us in making a difference in the lives of countless young people. Join a team that inspires long-term transformation and hope.

Job Summary 

Under the direction of the Director of Facilities with a dotted reported line to the Director of Public Safety, the Operations Coordinator provides crucial administrative support to the day-to-day operations of the Covenant House New York (CHNY) facilities and public safety teams. This position will oversee all administrative functions of facilities management, facilities emergency response and follow-up, insurance claims, compliance requirements, staffing schedules, and bill/payment submissions for all six CHNY locations.

Duties & Responsibilities

• Manage and track preventive maintenance activity at all sites, including ensuring regular services are scheduled and provided (e.g., painting, upholstery cleaning, etc.)

• Assist the Facilities and Public Safety leadership with prioritizing, reviewing, and resolving all daily work order requests in and out of WorxHub.

• Manage all administrative aspects of facilities-related emergency response, including but not limited to floods/leaks, mechanical failures, and insurance claims.

• Monitor building violations through BCompliant, update related compliance tracking sheets, and process payments associated with penalties/fines

• Proactively manage the submission of any bills and documentation from each agency department (e.g., W9, delivery receipts, invoices, coding forms)

• Manage all purchases on behalf of the Facilities department and concerning facility-related needs at all sites, utilizing CHNY’s electronic purchasing systems.

• Order office supplies for the executive team, printer supplies for all six locations, and other items as needed and upon request

• Communicate with vendors for all CHNY facilities regarding inspections, audit/compliance prep and follow-up, work orders, purchases, and any needed follow-up.

• Ensure all rooms, offices, and other areas are appropriately labeled and updated.

• Manage the hoteling calendars across all relevant locations

• With approval, interface with property landlords and other managing agents to solve, prevent, and cost-effectively maintain CHNY locations in safe, legal condition

• Act as a liaison between the Facilities Department and all other agency departments to ensure sufficient facilities support is always provided

• Conduct walk-throughs at all sites, as needed, to recommend, track, and monitor maintenance, improvements, and repairs

• Manage the creation of outgoing shipping labels and USPS postage

• Keeps up to date the fire response organization information

• Working with team leaders, managers, and department heads to learn departmental needs and goals

• Assist with inventory monitoring and tracking across the six locations

• Make deposits into the agency’s lockbox

• Process PEX/Tallie reports for facilities and public safety leadership

• Ensure the community pantry of snacks is always well-stocked

• Supports the tasks of the 41st Street Receptionist in their absence

• Perform other duties as assigned or needed

Qualifications

• High School diploma or equivalency required. BA from an accredited college or university preferred

• 3-5 years of related experience in project management, communications, operations, or related fields

• Excellent organizational and communication skills, with the ability to manage multiple

• tasks and meet deadlines

• Demonstrated ability to maintain complete and accurate data, with keen attention to detail

• Excellent interpersonal and communication skills

• Exceptional technology skills with high competency level in Microsoft Office/Google Suite applications; experience in Bill.com, Tallie.com, and Smartsheets preferred

• Ability to adapt well to changes in direction and priority in a fast-paced and deadline-oriented environment

• Some travel within the community may be required

• Flexible schedule to meet program goals required

Benefits

Covenant House New York offers a rich package of benefits including but not limited to:

• Medical

• Vision

• Dental

• Life & Supplemental Life Insurance

• Short and Long-term disability insurance 

• Eligibility for medical benefits begins on the date of hire

• PTO includes three weeks of vacation in the first year, ten holidays, thirteen sick days, five personal days, and birthday days off

• 403b with employer contribution after 12 months

Covenant House New York is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

We believe that diverse perspectives drive innovation, and we are dedicated to providing a work environment free from discrimination and harassment where everyone feels respected and valued. If you need assistance or an accommodation due to a disability, you may contact us at deptpeopleandculture@covenanthouse.org