Operations Coordinator

Title: Operations Coordinator

Salary / Salary Range: 50k-57k

Employment Status: Full-time

Department: Operations

Supervisor: Associate Director of Operations

About the Organization:

ASHwell is a nonprofit sexual health and wellness center established in Austin, TX in the late 1980s. We are passionately committed to diversity, equity, and belonging. We strive to provide a safe, discrimination-free space for all and predominantly serve LGBTQIA+ and BIPOC communities. Our approach to sexual health and wellness is rooted in our Whole Person Care model and being proudly sex and kink positive, pro-sex worker, pro-harm reduction and anti-stigma. We are a growing organization looking for values-aligned, pro-sexual health and wellness people to join our team!

Position Overview

The Operations Coordinator provides administrative and logistical support to ensure the smooth daily operations of ASHwell's facilities, offices, and IT resources. Reporting to the Associate Director of Operations, this role manages office supply logistics, coordinates minor facility maintenance, supports technology troubleshooting, and maintains key operational tracking systems.

Working closely with the Associate Director of Operations, the Operations Coordinator executes day-to-day tasks that enable ASHwell's operations team to maintain a welcoming, compliant, and well-functioning environment across multiple locations. This position acts as a vital link between departments, vendors, and staff, providing hands-on support to ensure operational needs are met efficiently and effectively.

The Operations Coordinator plays an essential role in fostering a positive work environment by ensuring that staff have the tools, spaces, and resources they need to serve ASHwell's mission.

Key Responsibilities

Office & Supply Coordination (30%)

Track and order office, janitorial, and break room supplies for all ASHwell locations.

Coordinate food and beverage orders for meetings and retreats, accommodating dietary needs.

Maintain inventory tracking systems and collaborate with the Associate Director of Operations to align ordering practices.

Manage mail pickup, sorting, and distribution at Austin facilities.

Coordinate furniture and small equipment purchases and deliveries. Facilities & Maintenance Support (25%)

Schedule and track facility maintenance, repairs, inspections, and vendor visits.

Act as point of contact for onsite vendor service appointments.

Prepare HQ facilities for quarterly board meetings; manage building access and act as concierge.

Support implementation of safety and compliance protocols by tracking facility-related updates.

Maintain building access logs and coordinate key, badge, or access card distribution for staff and vendors.

Assist with scheduling and calendar management for operational meetings, vendor appointments, and facilities activities. IT & Technology Support Coordination (20%)

Assist staff with basic hardware/software troubleshooting and IT issue reporting.

Coordinate with external IT vendors to resolve technology service requests.

Set up audio/video equipment for staff and board meetings.

Track small IT equipment inventory.

Support onboarding and off-boarding of IT system access. Internal Communications & Admin Coordination (15%)

Collaborate with event planners to support operational logistics for organizational events.

Coordinate onboarding paperwork for volunteers and students.

Draft and distribute operational memos, announcements, and invitations.

Manage staff birthday and work anniversary celebrations.

Support Associate Director of Operations for coordinating org-wide team building activities and outings.

Support coordination and communication of operational procedures and policies across teams. Operational Process Support & Cost Efficiency Tracking (10%)

Assist the Associate Director of Operations in identifying cost-saving opportunities.

Recommend process improvements for operational workflows.

Maintain vendor contacts, work order records, inspection reports, and other facilities/operations documentation in coordination with the Associate Director of Operations.

Maintain updated operations tracking spreadsheet or log for recurring maintenance, contracts, and supply orders. About You

You are a highly organized, collaborative problem-solver who thrives on supporting a mission-driven team through logistics, coordination, and operational excellence. You balance attention to detail with flexibility and are energized by creating a well-supported, welcoming workplace for staff. You understand how small operational improvements can make a big impact on a team's ability to deliver services.

You are comfortable juggling multiple priorities while staying responsive to last-minute needs. You take the initiative to anticipate problems and solve them before they escalate, and you know when to ask for help or escalate to your supervisor. You enjoy building strong working relationships across teams, vendors, and stakeholders, and you communicate clearly and professionally with people from diverse backgrounds.

You are adaptable, tech-savvy, and open to learning new systems or tools that will help the team work more efficiently. You take pride in contributing to a positive, inclusive organizational culture and believe that operational excellence is foundational to supporting ASHwell's work with LGBTQIA+ and BIPOC communities.

Required Qualifications

3+ years prior experience in an operations, office management, facilities coordination, or similar role.

Strong organizational skills and ability to manage multiple concurrent projects.

Excellent interpersonal and communication skills.

Experience working with diverse communities, particularly LGBTQIA+ and BIPOC populations.

Ability to work independently and collaboratively across teams.

Experience managing logistics for meetings, events, or facilities maintenance.

Ability to troubleshoot and triage basic IT, facilities, or operational issues and coordinate with vendors for resolution.

Basic proficiency with Microsoft Office Suite, and other common office software.

Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Comfort working in a fast-paced, dynamic, and service-oriented environment. Preferred Qualifications

Experience providing technical/IT support.

Prior inventory tracking or supply chain coordination experience.

Project or event management experience.

Experience coordinating with multiple vendors or service providers.

Familiarity with basic facility maintenance scheduling or oversight.

Familiarity with shared project management tools (e.g., Asana, Trello, Basecamp).

Experience coordinating logistics across multiple office locations or sites.

Experience supporting onboarding processes for new hires, volunteers, or interns.

Basic understanding of workplace safety, OSHA, or HIPAA compliance (training can be provided).

5+years expereince serving marginalized communities or lived experience.

2+ years program or service-based project coordination TIMELINE

Applications Due June 6, 2025.

Invitations to will be scheduled on a rolling basis based on application submissions.

Round 1 Interviews: week of June 2, 2025.

Round 2 interviews: June 9, 2025.

Final interviews: June 16, 2025.

Goal date for offers: June 19, 2025.

Position start date July 23, 2025.

ASHwell uses a cohort onboarding model. The start date kicks off three days of group orientation for hires across the organization.

Equal Opportunity Employer Statement

ASHwell is an Equal Opportunity Employer, committed to fostering an inclusive environment that values diversity. We strongly encourage women, minorities, veterans, LGBTQ2SAI+ individuals, and people with disabilities to apply. Reasonable accommodations for accessing job opportunities or completing applications are available upon request.