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