Project Coordinator - Operations

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Every repair, vendor visit, permit renewal, and vehicle inspection at HTM begins as a request that someone has to receive, route, and follow through on until it is closed. The Operations Coordinator is that person.

Reporting to the Director of Operations, the Project Coordinator - Operations serves as the intake, dispatch, and coordination point for the Operations Department across Facilities and Maintenance, Safety, IT, Fleet Management, and Warehouse and Delivery Logistics. This role monitors and triages the MaintainX queue and assigns work to the appropriate staff member or approved vendor; maintains the departmental compliance calendar for licenses, permits, inspections, and fleet records; solicits quotes and issues purchase requests within assigned thresholds; reconciles vendor invoices; and compiles the reporting that department and senior leadership rely on. The Operations Coordinator supports both the Director of Operations and the Operations Manager.

Operations is a department where the cost of a dropped request is measured in a shelter without hot water or a van that cannot make a food run. The Operations Coordinator exists so that requests are not dropped, deadlines are not missed, and no repair, renewal, or inspection depends on someone remembering it. This is not clerical work performed in service of a department. It is the mechanism by which the department keeps its commitments.

Responsibilities

Request Intake and Dispatch

●      Monitor the MaintainX queue and all Operations request channels throughout the workday. Log, categorize, and assign priority to every incoming request.

●      Dispatch requests to the appropriate Facilities, Maintenance, Safety, IT, or Fleet staff member, or to an approved vendor, based on trade, site location, and urgency.

●      Acknowledge every incoming request within the departmental 24-hour response standard. Confirm receipt to the requesting site and communicate an estimated response time.

●      Redistribute open work when a staff member is unavailable or a site escalates. Notify the Director of Operations or Operations Leadership of any request that cannot be assigned within standard.

●      Track open tickets through to closure. Follow up on aging work orders and escalate any request that exceeds the established resolution window.

●      Recognize matters that require management judgment rather than routine routing, and escalate them promptly rather than resolving them independently.

Vendor and Purchasing Coordination

●      Solicit and collect quotes from approved vendors. Assemble comparison documentation for the Director of Operations or Operations Manager where multiple quotes are required.

●      Issue purchase requests and work orders to approved vendors within assigned dollar thresholds. Route any request exceeding the assigned threshold, or involving a vendor not on the approved list, to the Director of Operations for approval before any commitment is made.

●      Schedule vendor site visits, service calls, and preventive maintenance appointments. Confirm site access and notify site leadership in advance.

●      Maintain the vendor file including W-9s, certificates of insurance, business licenses, signed agreements, and contact records. Track expiration dates and request renewals before coverage or credentials lapse.

●      Reconcile vendor invoices against work performed and approved quotes. Flag discrepancies to the Director of Operations before invoices are submitted for payment.

Compliance Documentation and Tracking

●      Maintain the Operations compliance calendar covering facility licenses, permits, regulatory inspections, fire and life safety certifications, and DPH requirements. Issue advance notice of upcoming renewals and expirations.

●      Assemble compliance documentation for audits, monitoring visits, and funder or regulatory requests.

Reporting and Records

●      Maintain the departmental filing structure so that records are current, organized, complete, and retrievable.

●      Prepare agendas, materials, and meeting notes for departmental meetings as directed.

●      Provide status information to sites and internal departments on ticket status, repairs, and estimated response times.

New Site Setup and Demobilization

●      Maintain the new site operational readiness checklist. Track the status of each item and report progress to the Director of Operations.

●      Open and coordinate utility accounts, waste service, pest control, alarm monitoring, and recurring service contracts.

●      Coordinate delivery and installation scheduling for furniture, equipment, and technology.

●      Support demobilization logistics including account closure, equipment recovery, and record retention.

Secondary Duties and Responsibilities

●      Provide administrative and scheduling support to the Director of Operations and the Operations Leadership.

●      Maintain inventory of departmental supplies, keys, access credentials, and assigned equipment.

●      Participate in departmental and organizational meetings, training, and committees as assigned.

●      Additional tasks, projects, and responsibilities as assigned by the Director of Operations.

●      This position requires occasional travel to multiple HTM locations. Travel percentage: 15%

Qualifications

• High school diploma or equivalent required. Associate’s or Bachelor’s degree in business administration, operations management, or a related field preferred.

• Minimum two years of administrative, coordination, dispatch, or operations support experience required.

• Experience with work order or ticketing systems, vendor coordination, or compliance record keeping strongly preferred.

• Prior experience supporting a multi-site organization preferred.

• CalOSHA 10 Certification required; or ability to obtain within 90 days of hire.

Skills

•  Manages a high-volume request queue with accuracy, appropriate prioritization, and consistent follow-through to closure.

•  Applies established priority criteria and routing standards to incoming work, and identifies when a matter requires management judgment rather than independent resolution.

•  Maintains detailed records and tracking systems with precision over extended periods and under competing demands.

•  Anticipates upcoming deadlines, renewals, and expirations and acts in advance rather than in response.

•  Communicates clearly and professionally in writing and verbally with staff, site leadership, vendors, and external agencies.

•  Works independently on recurring responsibilities while keeping leadership informed of exceptions, delays, and risks.

• Absorbs interruption and shifting priorities without losing track of open commitments.

• Maintains confidentiality regarding personnel, compliance, financial, and participant information.

• Works effectively with diverse populations across varied work environments.

• Proficient in Microsoft Office including Word, Excel, and Outlook, and in Google Workspace. Experience with a work order, ticketing, or computerized maintenance management system such as MaintainX preferred.

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of  background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

• Must have reliable transportation.

Physical, Demands, Environmental Conditions, Equipment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend,  squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as  files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with  hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with  the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative  and clerical tasks; ability to lift up to 75 lbs.; communicate, receive and exchange ideas, information by means of  the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings  that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing. 

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. 

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.