Job Overview

The Operations Coordinator plays a key support role on the Operations Team at International Project (IP), contributing to organizational effectiveness through hands-on implementation of administrative and operational systems. This position helps uphold strategic goals by ensuring internal processes run smoothly and efficiently, as directed by the COO.

Job Description

• Administrative & Office Management

• • Maintain documentation and filing systems for operational, HR, and financial records.
  • Manage email inboxes, phone lines, and general inquiries with professionalism and clarity.
  • Oversee office supplies and equipment, maintaining cleanliness and functionality of common areas.
  • Coordinate internal meetings, events, schedules, and appointments.
  • Provide administrative support to the COO and Operations Team.
• Finance & Donor Management
  • Uphold the operations budget throughout the fiscal year under the direction of the COO.
  • Process, record, and deposit donations twice weekly.
  • Manage payroll, tax filings, and payment of liabilities.
  • Work with bookkeeper and missionaries to ensure financial records remain up to date.
  • Administer and manage the donor database (Virtuous).
• Human Resources & Onboarding
  • Maintain employee, missionary, and partner files in compliance with best practices and legal standards.
  • Oversee onboarding and pre-field preparation for new staff and missionaries after acceptance.
  • Ensure adherence to HR policies and protocols across teams.
• Program Coordination & Support
  • Update all program documents and forms annually.
  • Coordinate logistics for programs (e.g., training, internships, and short-term teams) in collaboration with the Mobilization, Finance, and Field Missionaries.
  • Maintain dashboards and tracking tools related to program and missionary involvement.
  • Produce reports and summaries as needed for internal review and leadership decision-making.
• Operational Support
  • Assist in ensuring programmatic consistency and quality across finance, HR, communications, and IT systems.
  • Maintain tracking systems to monitor ministry progress and provide updates to executive staff.
  • Manage subscriptions, IT needs, and vendor relationships in coordination with Operations leadership.
  • Assist in the planning and execution of the annual conferences.
  • Provide project briefs, presentations, or logistical reports upon request to support leadership and department heads.