Operations Coordinator

SSG-Project 180 turns lives around through innovative, wraparound services that keep people out of institutions and in their communities. Project 180 is a leader in the forensic treatment space, offering high-quality, specialized treatment programs that serve thousands of justice-involved individuals. Our programs span criminal justice intercepts and include pre-arrest interventions, court-based diversions, jail in-reach, and intensive post-release services. Project 180 operates in partnership with County agencies including the Department of Mental Health (DMH), the Department of Health Services (DHS), and the Justice, Care and Opportunities Department (JCOD). Annually, we serve over justice-involved 1,500 individuals.

The Position

The Operations Coordinator is the backbone of our operational efficiency, ensuring a smooth workflow and supporting various departmental needs. Reporting to Operations Team Management, this role acts as the bridge between our staff and our processes. Ensuring a human touch on data-driven processes, this role encourages a wide range of skills with the opportunity to focus on special projects within either facilities or finance.

The Department

The Operations Team provides direct support to Project 180 staff with an eye for detail, process, and customer service. Spanning functional areas such as safety, facilities, finance, IT, and compliance, the Operations team takes on a generalist approach with a specialization in customer satisfaction. Operations at Project 180 began in 2023 and is still in a nascent form, seeking dedicated individuals willing to problem-solve, continuously learn, and strive for excellence. 

Essential Functions

Ticket Management and Tracking  (30%)

• Answer and document phone calls, emails, and walk-in staff requests for operational activities, including but not limited to: basic IT troubleshooting, office set up/breakdown, expense reporting, maintenance requests
• Maintain the preventative maintenance and asset upgrade schedules for facilities, vehicles, and technology
• Provide exceptional customer service to Project 180 staff, vendors, and partners by way of proactive communication and friendly demeanor
• Collaborate with Special Service for Groups (SSG’s) financial and administrative functions to ensure the seamless processing of financial and operational transactions
• Maintain handle and response times in line with operational standards
• Appropriately escalate complex transactions to management team for resolution
• Schedule service appointments with vendors, staff, and property managers as needed

General Office Support (20%)

• Maintain accurate data entry for asset management, financial processes, and maintenance requests
• Provide just in time reporting to department leads on operational activities
• Train staff on office administrative tools (Concur, GSuite, Microsoft Office)
• Assist with the set up, breakdown, and maintenance of office equipment and decorations to ensure a welcoming environment for all clients and staff
• Process orders for supply management

Facilities Project Support (50%)

• Maintain accurate and timely data entry in facilities management systems (e.g., work orders, asset inventory, vehicle logs, incident reports) in adherence to budget and quality standards
• Generate recurring facilities reports including work order volume and resolution time, preventive maintenance completion, and vendor activity
• Compile supporting data for budget tracking and variance reporting in coordination with the Finance and Operations Manager
• Plan and coordinate long-term facilities projects through the Operations ticket system
• Support the execution of preventative maintenance schedules for housing sites, the DTLA office, and vehicles.
• Provide on site support for maintenance and safety process review at Project 180 locations across LA County
• Coordinate vendor relationships to ensure mutually beneficial relationship management
• Train staff on emergency response protocol and safety measures
• Support projects led by the Operations Team including but not limited to (presentation creation, project planning, communication strategy)

Finance Project Support (50%)

• Support the full process of financial activity, including, but not limited to accounts payable and receivables
• Respond to program-level financial reporting requests (e.g., variance analysis, budget tracking) through the operations ticket system
• Provide regular updates to Program Leads in coordination with the Finance and Operations Manager.
• Support the quarterly and annual audit process to ensure adherence to policy and responsible fiscal management
• Collaborate with program management on the annual budget process
• Provide training and support to staff on relevant financial processes, as needed
• Support projects led by the Operations Team including but not limited to (presentation creation, project planning, communication strategy)

Skills and Abilities

• Excellent communication and interpersonal skills, with the ability to build relationships with vendors and internal staff.
• Desire and willingness to teach others complex topics in a simple manner
• Culturally competent: Understands and is sensitive to diverse backgrounds and needs.
• Adaptive to changing circumstances and client needs in a dynamic environment.
• Strong critical thinking and problem solving skills with the ability to manage multiple tasks simultaneously and prioritize effectively.

Minimum Qualifications

Required:

• Experience working with culturally diverse populations.
• Valid CA driver’s license, proof of insurance and own vehicle required. 
• Strong time management skills
• Strong organizational skills
• Strong analytical and problem-solving skills.
• Verification of Employment Eligibility and Background Check
• Proficient in GSuite (Docs, Sheets, Drive, etc). Working knowledge of database management software (e.g., Access) a plus.

Preferred: 

• Bachelor’s degree (optional with commensurate experience)
• 3-5 years of experience in a fast-paced environment
• Experience with Medi-Cal claims or billing

Supervisory Responsibilities

• None

Environmental Conditions

• Job duties are to be performed both in and out of the office setting.  

Physical Requirements

• The employee is expected to drive, sit, stand, walk, carry a maximum of 40lbs, listen, and speak in order to complete job requirements.  

Mental Requirements

• The employee must be able to handle any/all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules; be able to process information, think, and conceptualize.