Operations Program Coordinator

What We Can Achieve Together:

The Operations Coordinator provides administrative, logistical, and operational support to help ensure the effective day-to-day functioning of TNC Maine. Working as part of the Operations team, the Coordinator supports office and facilities administration, purchasing, fleet management, workplace safety, records management, employee engagement activities, volunteer coordination, and other operational services that enable staff success and organizational effectiveness.

The Operations Coordinator collaborates with staff, vendors, volunteers, and other partners to coordinate activities, maintain accurate records and information, respond to routine requests, and ensure operational tasks are completed efficiently and on schedule. The position follows established systems, procedures, and guidelines while exercising sound judgment in managing day-to-day responsibilities and escalating more complex issues as needed.

This is a part-time, in-office position based in Brunswick, Maine, requiring 18-20 hours per week. Full benefits are available for employees working 20 hours per week.

A well-organized office is the backbone of a successful organization. Located in Brunswick, Maine, our team thrives on collaboration, innovation, and a shared commitment to conservation. We strive to create an inclusive workplace where every team member feels valued, supported, and equipped to succeed.

The Operations Coordinator plays a key role in maintaining smooth and effective office operations. This position is responsible for coordinating a wide range of administrative and operational functions, including office and facilities management, purchasing and vendor coordination, fleet administration, records management, mail distribution, equipment maintenance, and general staff support. The Coordinator helps ensure that operational systems, services, and resources are organized, responsive, and aligned with organizational needs.

Working closely with staff across the Maine Chapter, the Operations Coordinator provides service-oriented support, assists with planning and logistics, maintains accurate records and documentation, and contributes to a positive and productive workplace environment. The Coordinator also serves as a point of contact for routine operational matters and may communicate on behalf of their supervisor with internal and external partners, including staff, donors, vendors, landlords, and service providers to coordinate activities, distribute information, and support successful program and business operations.

RESPONSIBILITIES & SCOPE

• Perform administrative, logistical, and operational duties under general supervision and in accordance with established policies, procedures, and guidelines;
• Serve as the primary liaison with the office landlord to address facility, parking, storage unit, vehicle, and electric vehicle charger issues, and communicate landlord notices to staff;
• Maintain office systems, equipment, and vendor relationships;
• Manage Conservancy-owned vehicle fleet operations, including coordinating regular maintenance, state registration, EZPasses, insurance cards, and related documentation;
• Assist with documenting procedures, updating operational resources, and implementing approved process improvements;
• Monitor and support phone reception services;
• Provide reception support during office events and meetings;
• Receive, process, and distribute mail;
• Serve as the Business Unit Safety Lead and manage emergency procedures and related documentation;
• Process incoming checks in coordination with Development staff, including electronic deposits and document scanning;
• Maintain accurate records, files, trackers, databases, and other operational documentation using established systems and tools;
• Collect, organize, and enter operational, compliance, workforce, or program information and assist with preparing routine reports and updates;
• Respond to routine staff and stakeholder questions and provide information about established processes, systems, resources, and Business Unit activities;
• Support compliance with applicable Conservancy policies, procedures, operational standards, and documentation requirements;
• Collaborate with staff, volunteers, vendors, and internal and external partners to foster productive, high-trust working relationships;
• Make day-to-day decisions within the scope of assigned responsibilities and prioritize routine work to meet established deadlines;
• Identify routine problems and use existing procedures, guidance, and resources to resolve them, referring complex, sensitive, or unusual matters to the appropriate colleague or supervisor;
• Handle confidential and sensitive information with discretion and professionalism;
• Support financia