Operations Coordinator

Operations Coordinator

• CA, US – Remote OK
• Full-Time
• Operations
• $75k – $90k

ABOUT

Equis is a set of organizations (including Equis Research, Equis Institute, and EquisLabs) working to create a better understanding of Latinos, innovate new approaches to reach and engage them, and invest in the leadership and infrastructure for long-term change and increased engagement.

Since 2019, we have served as a hub for Latino research and innovation, leaning into the complexities of Latino voters in the United States, ensuring they get the sophistication of treatment and level of attention that matches their critical role in the electorate. Equis is also committed to developing Latino leaders across the progressive space, serving as a convener of organizations and individuals leading Hispanic-focused programs. The scope of our work is designed to engage Latinos in multiple arenas because we believe that this moment requires a complete rethinking of how we engage Latinos.

The Operations Coordinator will provide critical administrative and operations support for the entire Equis organization. The Operations Coordinator will serve as the glue to the organization’s critical operating functions to ensure we run smoothly and consistently with our culture and values. An ideal candidate will be customer-service driven and have excellent attention to detail, able to observe, review, and analyze processes and systems to identify and make improvements.

DUTIES AND RESPONSIBILITIES

• Cross-Team Communication:
  • Facilitate cross-channel communication across departments, providing critical administrative support for the entire Equis organization to ensure smooth organizational/ infrastructure operations.
  • Develop SOP (standard operating procedures) for our systems and processes, ensuring that all team members have a clear understanding of our operations.
  • Serve as lead trainer for all systems that fall under your purview, providing ongoing pieces of training and workshops with an eye towards usability and systems adoption.
  • Serve as a project manager across multiple projects and across multiple departments, where needed, to ensure continued progress throughout its life cycle through execution.
• Legal Compliance Management:
  • Support all components of the vendor contracts lifecycle from ensuring that contracts and agreements are ready for processing, to following up with vendors on an as-needed basis, and managing when contracts and agreements are set to expire. You will work closely with staff providing timely reports on the status of contracts and agreements.
  • Negotiate and redline contracts to ensure they align with Equis’ priorities and inform clients about potential business risks.
  • Ensure that all contracts, agreements, and MOUs comply with local, federal, and Equis standards.
  • Identify and resolve issues as they arise, and develop effective solutions as needed.
• Vendor Management:
  • Serve as the first point of contact with vendors and business partners regarding requests for services or critical issues to be addressed (e.g., travel logistics, materials procurement, administrative support, operations needs, and more).
• Logistics and Planning:
  • Create and maintain event and logistics plans and budgets.
  • Alongside the Operations and PTC departments, support the planning of all-staff, and special events by providing general operations support. Events include but are not limited to all staff retreats, department-level meetings, and large-scale team attendance at conferences.
  • Serve as point of contact for the company travel platform, responding to staff requests for travel arrangements as needed.
  • Communicate and liaise with all vendors related to travel: hotels, meeting spaces, etc to ensure staff travel accommodations are met and authorization forms are sent and received.
  • Liaise with accounting and payroll to account for the company’s travel expenses via monthly and weekly reports.

QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following:

• Customer Service – Lives the values of Equis internally and externally. Displays courtesy and sensitivity to all. Works well with colleagues and responds promptly to external and internal requests.
• Prioritizes Operational Excellence: prioritizes operational excellence and efficiency. Manages competing priorities and works in an organized manner and communicates clearly, identifies needs or points of clarification.
• Independent Problem Solving – Self-starter. Does not always need to wait for directions. Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems promptly. Resolves problems in early stages. Works well in group problem-solving situations.
• Teamwork – Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to views.
• Detail Oriented – Ability to review documents for efforts, catch mistakes, and cross T’s and dots I’s.
• Key Programmatic Experience – Fluent in G-Suite, Microsoft products, and various other relevant software.
• Systems Creator – Ability to take initiative in creating systems, creating training materials on new systems to train team members, and manage and adapt system configurations to align with organizational needs.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer
• The ability to communicate with colleagues, partners, and clients via phone, video call, and email

WORK ENVIRONMENT

Equis is a national remote office environment with team members located across all continental U.S. time zones. Candidates should be prepared to either work from home or at a location of their choosing that is located within the continental United States. Equis has implemented a pro vaccination policy, subject to exemptions. Candidates must be willing to follow the established policy to prevent and limit the exposure of COVID-19.

This position requires the ability to work core hours Monday through Friday in your local time. This position will require occasional evening work and some in-person attendance for all-staff or department-level events, approximately 2 per year, which require overnight travel.

COMPENSATION & BENEFITS

This is a fully remote (USA only), full-time position, [EXEMPT], and a competitive salary range of $75,000 – $90,000 p/year. This salary range represents a good-faith estimate of what Equis may pay for this position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as budget availability and commensurate with the selected candidates’ experience.

Equis offers a generous benefits package which includes 100% Medical, Dental, Vision at no premium for employees, Company Paid Life Insurance, Health Reimbursement Account with employer contribution, Unlimited PTO and generous paid holidays, 4% Employer Match 401(k), Annual Professional Development Stipend, Work-from-home Stipend, Paid Parental Leave, and Emergency Relief Fund.

HOW TO APPLY

Not sure you meet all qualifications? Let us decide! Please send your resume and cover letter here or via our career page. In the submission of an application, your consent is provided to share your resume with partnering organizations.

NON-DISCRIMINATION STATEMENT

Equis believes in an open and inclusive work environment that encourages respect and is free from all forms of discrimination, harassment, including but not limited to sexual harassment. We embrace our differences as we prohibit unlawful discrimination on the basis of race, color, genetics, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, or military status in any of our operations. We prioritize not just equality, but equity in our practices and policies. Given who our employees are and the community we serve, we pay special attention to equity in the arenas of racial justice, gender justice, educational access, citizenship status, and language justice.

EQUAL OPPORTUNITY EMPLOYER

Equis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin or ancestry, ethnicity, sex, gender identity (including gender nonconformity and status as a transgender or transsexual individual), sexual orientation, marital status, age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, predisposing genetic characteristic, domestic violence victim status, or any other status protected by applicable federal, state, or local laws.

Equis is committed to providing reasonable accommodation to individuals with disabilities. If you need reasonable accommodation because of a disability for any part of the recruitment process, please email ptc @equislabs.us.