Site Ops Coordinator

Formal Job Description:

The Site Operations Coordinator is a key member of the site leadership support team, responsible for driving effective internal communication, supporting site-wide engagement initiatives, and coordinating operational support and procurement processes. This role partners closely with the Site Leader, Operations leadership, and People eXperience and Technology (PXT) teams to enhance the overall associate experience through inclusive communication, engagement, and seamless execution of daily site functions.

The Site Operations Coordinator plays a critical role in building a positive associate experience. This highly cross-functional position ensures clear, accessible, and inclusive communication across various platforms, ensures that all associate-facing spaces are functional, well-stocked, safe, and aligned with operational standards, and coordinates procurement processes. The ideal candidate will possess excellent organizational abilities, strong procurement acumen, and a passion for delivering a consistent, inclusive, and high-quality associate experience.

Key job responsibilities

Communication

Creative Communication Management:

• Coordinate site communications using platforms like InSTALLments, Acid Feeds, InSites emails, table toppers, and more.
• Design engaging content including photo collages, videos, and visual updates for communication boards.
• Drive consistency and accessibility in communication across all departments and mediums, including multilingual translations and ASL support.
• Provide real-time interpretation for meetings and events.
• Ensure all MAVIS/Say Hi and multi-language messaging is accurate and accessible.

Engage@ Mechanism & Meeting Support:

• Monitor and promote leadership utilization of Voices in Action (VIA), MyVoice, Connections, and GEMBA boards.
• Participate in site meetings (e.g., GEMBAs, Business Review (DBR), Daily Deep Dives) to capture and follow up on action items.

Administrative Communication Tasks:

• Assist with mail distribution, alias email management, and maintain organized office and conference room spaces.
• Manage ASANA tasks, TEAM/LDAP/ANT access, and updates to SET boards, especially during Peak events.

Engagement

Site Engagement Activities:

• Support execution of all site-wide engagement events in collaboration with operations POCs and leadership.
• Support the creation and communication of the monthly engagement calendar across platforms.
• Order supplies, manage logistics, and liaise with vendors for events and site needs.
• Take and post event photos, create photo collages, and maintain content in event trackers and social media.

Associate Experience & Recognition:

• Conduct ad hoc associate engagement and 1:1 check-ins.
• Coordinate efforts for:

o Holiday meal coordination

o T-shirt and swag distribution

o Appreciation letters

o Birthday Roundtables

o Manager and Associate of the Month programs

New Hire Onboarding Support:

• Support new hire onboarding, AtoZ app setup, and Behind the Smile compliance.
• Offer translation and language support during orientation and throughout associate interactions.

AtoZ Champion Responsibilities:

• Offer daily real-time AtoZ support for associates, including:

o Time-off submissions

o Portal navigation

o Preference setup (SMS/email)

o A to Z Station and signage maintenance

High-Volume Event (HVE) Coordination:

• Support execution of Peak/Prime engagement strategies.
• Decorate the site, coordinate with ops for SET conversations and opt-out processes, and ensure SET communications are current.

Engage@ Compliance & Mechanism Management:

• Ensure regular updates to Voices in Action, MyVoice, Connections, and GEMBA boards.
• Support floor engagement efforts, including Start-up meeting activities, supply management, and note-taking.
• Conduct regular Strive Audits and Site Experience Walks with consistent action follow-up.

Procurement

Procurement Operations & Vendor Management:

• Act as the Coupa SME for the site; assist ops and support teams with all procurement processes.
• Maintain visibility into order tracking, vendor coordination, and receipt confirmations.
• Demonstrate frugality and spend optimization, communicating with other sites for idle asset/resource-sharing opportunities.

Engagement-Related Procurement:

• Manage procurement of food, supplies, swag, and gifts for events and recognition programs.
• Oversee breakroom services, conduct weekly food service audits, and support vendor escalations.
• Ensure adequate office/kitchenette inventory and cleanliness per 5S standards.

The list of key job responsibilities is not all-inclusive and may be adjusted to meet business demands at specific sites.