Operations Coordinator

About MF Professional Services, Inc.

MF Professional Services, Inc. (“MFPS”) provides human resources, payroll, benefits administration, and operational support to mission-driven organizations.

This position supports MFPS clients, including Mi Familia Vota (“MFV”) and Mi Familia en Acción (“MFA”), national Latino-led organizations working to strengthen civic participation, build political power, and advance policies affecting Latino communities.

Position Summary

The Operations Coordinator provides administrative and operational support to the assigned state office. Reporting to the State Director or designee, this position coordinates schedules, meetings, travel, purchasing, office services, records, inventory, and routine financial documentation.

The Operations Coordinator works with state and national employees, Finance, Human Resources, vendors, community partners, and other stakeholders. The position requires strong organization, attention to detail, discretion, professionalism, and sound judgment.

Essential Duties and Responsibilities

Administrative and Executive Support

- Manage calendars, appointments, meetings, interviews, events, and deadlines for assigned leaders.

• Prepare agendas, presentations, reports, correspondence, meeting minutes, and other materials.
• Coordinate meeting logistics, technology, supplies, interpretation, and follow-up activities.
• Screen and route calls, mail, email, packages, and other communications.
• Maintain task trackers, contact lists, project files, and administrative records.
• Handle confidential employee, financial, executive, and organizational information appropriately.

Travel, Meetings, and Events

- Coordinate authorized travel, lodging, transportation, registrations, itineraries, and related documentation.

• Organize internal and external meetings, trainings, conferences, and community events.
• Communicate schedules, changes, logistical details, and preparation requirements to participants.
• Maintain records of approvals, confirmations, receipts, and travel-related expenses.

Budget and Purchasing Support

- Assist with budget preparation, expense tracking, invoices, receipts, reimbursements, and supporting documentation.

• Maintain budget and purchasing trackers and report missing information or apparent discrepancies.
• Obtain quotes and process approved purchases in accordance with established procedures.
• Coordinate with Finance regarding payments, expense documentation, coding, and recordkeeping.
• Do not authorize payments, sign contracts, or make financial commitments without written authority.

Office, Equipment, and Inventory Coordination

- Maintain office-supply, equipment, and technology inventories.

• Coordinate approved purchases, deliveries, repairs, installations, and service requests.
• Maintain equipment-assignment, warranty, purchasing, and vendor records.
• Report lost, stolen, damaged, or malfunctioning equipment promptly.
• Coordinate authorized return, reassignment, storage, or disposal of organizational property.
• Help address office, facility, telephone, internet, utility, and other operational needs.

Records and Data Management

- Maintain organized electronic and physical records using approved naming, filing, access, and retention practices.

• Develop and maintain spreadsheets, databases, reports, contact lists, and operational trackers.
• Review information for accuracy, completeness, consistency, and duplication.
• Prepare charts, summaries, reports, and presentations using authorized data.
• Protect confidential information and promptly report privacy, security, or records concerns.

Stakeholder and Operational Support

- Communicate professionally with employees, vendors, community partners, service providers, and members of the public.

• Coordinate authorized meetings and follow-up activities with external stakeholders.
• Document questions, concerns, commitments, and action items.
• Refer sensitive HR, legal, media, safety, or financial matters to the appropriate department.
• Assist with operational procedures, checklists, forms, templates, and workflow improvements.
• Support high-volume operations during election cycles, audits, events, office transitions, and special projects.
• Perform other related duties as assigned.

Qualifications

Education and Experience

A specific degree is not required. Relevant education, training, and professional experience will be considered.

Preferred qualifications include:

- Experience in operations coordination, executive support, office administration, records management, or a comparable role.

• Experience coordinating calendars, travel, meetings, events, correspondence, and administrative projects.
• Experience preparing reports, presentations, spreadsheets, and meeting minutes.
• Experience supporting budgets, purchasing, invoices, vendors, facilities, or equipment.
• Experience working for a nonprofit, civic-engagement, advocacy, political, or mission-driven organization.

Knowledge, Skills, and Abilities

- Excellent organizational, time-management, communication, and customer-service skills.

• Strong attention to detail, accuracy, discretion, and follow-through.
• Ability to manage multiple priorities, projects, schedules, and deadlines.
• Ability to prepare professional reports, correspondence, presentations, and spreadsheets.
• Sound judgment and ability to recognize when matters require escalation.
• Proficiency with Microsoft Office and Google Workspace.
• Working knowledge of Excel formulas, sorting, filtering, and lookup functions.
• Ability to learn financial, project-management, travel, records, and operational systems.
• Ability to work independently and collaboratively with employees and stakeholders from diverse backgrounds.
• Ability to maintain confidentiality and protect sensitive information.
• Ability to travel and occasionally work evenings, weekends, or extended hours.

Physical Requirements

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation, including:

- Working at a computer and operating standard office technology.

• Communicating effectively in virtual and in-person settings.
• Moving throughout offices, meeting locations, storage areas, and event sites.
• Occasionally bending, reaching, or moving supplies and equipment weighing up to 25 pounds.
• Traveling by automobile or commercial transportation, when required.

Work Environment

This position may operate in office, remote, hybrid, event, or community-based settings, depending on operational needs. Travel and occasional evening, weekend, or extended hours may be required during election cycles, events, audits, office transitions, or other high-volume periods.

Employees must comply with applicable confidentiality, information-security, financial-control, records-management, technology, and remote-work requirements. Any change to an approved work location or arrangement must be authorized in advance.

Equal Employment Opportunity

MFPS is an equal opportunity employer. Employment decisions are made without regard to any status protected by applicable federal, state, or local law. Reasonable accommodations are available to qualified applicants and employees with disabilities.