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 financial administration activities, which may include purchasing, vendor contracting, and budget tracking; and
Work in an environment involving infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
We’re Looking for You:
Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work That You Can Believe in where you can feel like you are making a difference every day. We’re looking for someone with strong organizational and communication skills and an inclusive mindset to join a diverse, multi-disciplinary team.
​What You’ll Bring:
Bachelor’s degree and 1-year experience or equivalent combination;
Experience providing administrative support, including some or all the following: phones/customer service, mail distribution, equipment maintenance, vehicle management, or organizing files;
Experience with property/facilities management;
Experience in business writing, editing, and proofreading;
Experience organizing time and managing diverse activities to meet deadlines;
Experience performing one or more administrative processes; and
Experience working and communicating with a wide range of people.
Desired Qualifications:
Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
Excellent interpersonal communication skills and a strong customer service focus. Courteous, personable, tactful, and able to deal effectively and sensitively with all levels of staff and public.
Interest and ability in incorporating a diversity, equity, and inclusion lens when communicating and decision-making;
Familiarity with standard business communications;
Demonstrated flexibility to changing situations and priorities;
Strong verbal and written communication skills;
Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
Ability to apply research skills;
Database skills, including managing and tracking data, and producing reports; and
Strong organizational skills and attention to detail.
Salary Information:
The pay for a candidate selected for this position is $27.47 per hour. This rate only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.
Who We Are:
The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive. We’re rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.
One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant’s unique experience. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and stay for the people.”
What We Bring:
Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, a