Role Profile – Operations Coordinator 1. Role Particulars Role Title: Operations Coordinator Region: Australia Position Number: MEFL 29 Team: Operations Team Reports to: Director of Operations Location: MEFL Melbourne Date written: 15 October 2016 Date commence: tbc Salary: $53, 2300 ($28.71 per hour) plus superannuation FTE: 0.8 EBA: Moreland Energy Foundation EBA 2015 2. Organisation structure
Board of Directors
CEO
NAGA Finance
Consulting Director of Operations
Engagement Project Office Coordinator, Project Support Officer, Positive Charge Operations Coordinator, IT Coordinator, Volunteers & Interns Zero Carbon Evolution
Number of direct reports : 0 Total number of all reports : 0 (excludes volunteers and interns)
3. Purpose of Role
The Operations Coordinator role is a broad role which incorporates elements of bookkeeping, human resources, personal assistant and administrative tasks – it requires someone comfortable with general procurement tasks (stationery, supplies, catering, furniture and office service contracts), human resources (inducting student-volunteers, managing HR Processes for staff) and generally overseeing office procedures and processes (mail system, logistics, supporting project officers, internal OH&S and fire-safety procedure and similar). The role requires a high level of bookkeeping experience.
4. Key Responsibilities of Role
Manage Bookkeeping Duties: Manage accounts payable and receivable to ensure payment terms of MEFL and MEFL’s creditors are complied with. Undertake cash-flow reporting and perform daily reconciliations. Assist staff with financial reporting. Manage internal funding, cheques and cash. Process fortnightly payroll and associated tasks. Assist finance department.
Manage Office Facilities: Ensure meeting rooms, kitchen and reception areas are stocked and tidy. Manage cleaners to ensure toilets are stocked and clean.
Page 1 of 3 Operations Coordinator 15 October 2016 Originator: Sue Richards Ensure store-rooms are stocked and tidy. Oversee catering for internal purposes. Manage office maintenance and equipment. Manage office transportation - car and bike. Ensure systems and procedures are appropriate and efficient. Manage mail and courier system. Assist with internal IT operations.
Manage Office Contracts: Maintain orderly supplier and service-contract files – hardcopy (telecommunications, power, others as applicable). Oversee procurement of stationery and printing supplies, general office supplies and office comestibles. Maintain insurance for premises and staff.
Manage Internal Information: Assist the CEO with general administrative duties. Manage information on the intranet, reception roster, staff meeting schedules and agendas, human resource files and databases and board calendar. Coordinate mail-outs. Assist with projects if required.
Manage Human Resource Systems: Manage staff processes. Assist with the recruiting process. Manage students and volunteers and MEFL members.
Managing Regulatory Procedures Ensure MEFL facilities are compliant with current Occupational Health & Safety Guidelines and anti- discrimination guidelines. Ensure MEFL facilities have a fire-safety procedure in place, and operate as fire warden of facilities.
Any other duties that may arise from time to time which fall within the parameters of this role and within the level of skills, competencies and training expected of the person filling this role may also become responsibilities or become performance indicators
5. Mandatory OH&S Responsibilities for all Roles
Leadership: Assist in the resolution of health and safety issues as required. Contribute to successful implementation of OH&S programs and initiatives.
Organisation: Comply with all MEFL OH&S directions. Complete the safety and compliance training required for the role where necessary.
Procedures: Comply with all MEFL’s company policies. Comply with established standards, procedures & practices applicable to the role. Participate in emergency response exercises, OH&S training and discussions, workplace inspections and audits.
6. Technical and Professional Competencies required for the Role
Competencies: Ability to act independently and without supervision. Demonstrated capacity to manage document-based systems and databases. Expert time-management skills and capacity to maintain rosters of weekly, monthly and annual tasks for staff. Be able to manage, and assist, volunteers, students and staff with office and HR queries. Ability to grasp, suggest improvements to and manage office procedures and protocols.
Knowledge: Knowledge of occupational health and safety requirements.
Page 2 of 3 Operations Coordinator 15 October 2016 Originator: Sue Richards Understanding of industrial relations requirements for staff and volunteer management. Capacity to interpret and update office policies and procedures. Basic knowledge of IT systems and databases.
7. Education and Experience required of role holder
Experience: Three years’ bookkeeping experience, preferably using Reckon Accounts (formerly QuickBooks) payroll (20-30 staff) Good MS Excel skills including working with formulas, filtering and spread sheet navigation Experience working with Microsoft Office and database software. Proven attention to detail Two years’ experience in a role requiring the management of customer or supplier relationships. Experience in managing schedules, procedures and filing systems. At least three years’ experience in an office environment.
Education: Relevant tertiary or industry qualifications. Relevant qualifications in accounting or bookkeeping desirable.
8. Key Challenges and Complexities of Role
This role incorporates a broad and diverse range of administrative and bookkeeping duties which necessitates a strong ability to prioritise tasks and manage time efficiently.
9. Economic Dimensions associated with the Role: (direct & indirect)
As directed by the Director of Operations
Page 3 of 3 Operations Coordinator 15 October 2016 Originator: Sue Richards