Operations Coordinator

This role provides essential operational and bookkeeping-related administrative support to the IT Services Area with focus on administering vendor recordkeeping. The position is responsible for coordinating purchasing and payment workflows, managing contracts and quotes approval workflows, supporting hiring processes, and serving as a central point of communication between internal departments and external vendors. The role ensures that administrative, financial, and contractual processes run smoothly, accurately, and in alignment with organizational policies.

For consideration, candidate must reside in one of the following states: CA, AZ, TX, CO, VA, or VT.

DUTIES

Procurement & Financial Operations

• Maintain basic bookkeeping, budget, and expense tracking records for IT Services, including purchase orders, invoices, receipts, and payment status updates. Manage all purchasing requests for IT Services, ensuring requests are complete and aligned with approved budgets.

• Coordinate payment processing with the Accounts Payable department, including invoice tracking, issue resolution, and follow-up.

• Serve as the primary point of contact for vendors regarding invoicing questions and payment status.
• Reconcile vendor invoices, purchase requests, and internal tracking records to identify discrepancies and coordinate corrections with Finance or vendors as needed.
• Prepare status summaries or reports on spending, outstanding invoices, and procurement activity to support management review and budget awareness.

Contracts & Legal Coordination

• Manage quote collection, review, and routing for approval.

• Coordinate contract processing with the Legal department, including submission, tracking, and execution.

• Maintain visibility into contract status and proactively follow up to avoid delays.

Hiring & Staffing Support

• Coordinate staff hiring processes with Human Resources and the Technology Recruitment partner.

• Support hiring logistics such as requisition intake, documentation, scheduling interviews, and process tracking.

• Serve as an administrative liaison to ensure smooth collaboration between hiring managers and HR partners.

Coordination & Administrative Support

• Communicate regularly with IT Services departments to clarify needs and resolve issues related to purchasing, contracts, or vendors.

• Coordinate with vendors and contractors to address administrative questions and ensure compliance with internal processes.

• Assist with day-to-day administrative needs such as managing calendars, coordinating internal and external meetings including agendas, materials, and follow ups, travel and expense management and other related activities.
• The ability to honor and maintain a strict level of confidentiality.
• Responsible to follow SRF’s policies and established processes.
• Other position-related tasks, as assigned.