Operations Coordinator
San Diego, CA
Full Time
Mid Level
ORGANIZATION OVERVIEW
Funded by philanthropists Gary and Mary West, West Health is a nonprofit and nonpartisan organization that includes the Gary and Mary West Health Institute and Gary and Mary West Foundation in San Diego, and the Gary and Mary West Health Policy Center in Washington, D.C. These organizations work together toward a shared mission: lowering the cost of healthcare to enable successful aging with access to high-quality, affordable health and support services that preserve and protect their dignity, quality of life and independence. For more information, westhealth.org and follow @westhealthWest Health’s focus is lowering healthcare costs, improving health outcomes, and enabling the creation of a system that is more transparent, competitive, affordable, person-centered, quality-driven, and sustainable. Specific focus areas include lowering national and consumer healthcare spending, promoting value-based care models, advancing integrated brain health, catalyzing patient-centered innovations, increasing price transparency, and limiting consumer exposure to high out-of-pocket costs.
POSITION SUMMARY
The Operations Coordinator is responsible for supporting the efficient day-to-day operations of the office by managing a variety of administrative tasks, coordinating office events, and responding to facility-related requests. This role serves as a key point of contact for employees, vendors, and facility services, ensuring the smooth execution of office events, handling work orders, and overseeing routine office administration. This is an in-person opportunity located in La Jolla, CA, with operating hours from 8:00 a.m. – 4:30 p.m., Monday through Friday. The position will be primarily based at the front desk of our headquarters. The ideal candidate will be dependable, flexible, punctual, and possess a can-do attitude. You must be able to work independently under deadlines, prioritize your workload, and maintain a professional appearance, taking your role as the "first contact" ambassador seriously.
GENERAL DUTIES AND RESPONSIBILITIES
Administrative Duties
- Serve as the first point of contact for visitors, providing professional and friendly service.
- Manage incoming calls and inquiries, directing them appropriately.
- Organize and distribute mail and packages from delivery services.
- Maintain office supplies and kitchen stock, researching and selecting vendors for best pricing.
- Assist in onboarding new employees by setting up office access and equipment.
- Create badges, nameplates, and manage access control for staff.
- Ensure office common areas (e.g., kitchens, conference rooms) are clean and well-stocked.
- Draft and update internal signage, building notices, and announcements.
- Proactively communicate status updates and escalate urgent issues.
- Assist or perform any administrative duties or operational duties assigned by supervisor.
- Plan, organize, and execute corporate events, meetings, and assist with conferences.
- Coordinate event logistics including catering, venue setup, and equipment.
- Source and negotiate with vendors, ensuring quality service and cost-effectiveness.
- Track event expenses, manage budgets, and provide financial updates.
- Oversee guest registration, check-in, and ensure a smooth attendee experience.
- Ensure proper communication of event details to stakeholders.
- Address any last-minute technical or logistical issues during events.
- Manage corporate meeting space schedules to avoid conflicts.
- Act as the main contact for vendors, security, and building management.
- Oversee building systems (HVAC, plumbing, security) to ensure proper functionality.
- Coordinate maintenance requests and troubleshooting for office equipment.
- Maintain a safe and secure work environment, adhering to safety standards.
- Review and approve vendor invoices, researching new vendors as needed.
- Ensure regular inspections and maintenance of office spaces and equipment.
- Handle facility-related emergencies and coordinate solutions.
- Associate or bachelor’s degree in business administration, operations management, or a related field.
- 2-4 years of experience in operations, administration, or event coordination; facility coordination experience
- Exceptional time management, task prioritization, and personal accountability. Success in this position will be measured by timely completion of recurring responsibilities and responsiveness to operational needs
- Proficient in Microsoft Office (Excel, Word, PowerPoint) and familiar with budgeting and cost management.
- Strong written and verbal communication skills for coordinating with teams, vendors, and guests.
- Ability to perform under pressure, solve operational challenges, and work independently with initiative.
- Demonstrated ability to receive and apply constructive feedback.
- Proven adaptability and willingness to refine processes or workflows based on team input
- Experience in vendor relationship management and cross-functional collaboration.
- Ability to lift and move up to 30 lbs.
- Professional appearance and customer service oriented
- Understanding of safety regulations, office equipment, and security systems.
The estimated compensation range for this position is $50,000 - $60,000.
We gladly offer:
- An up to 10% Annual Performance Bonus
- Robust Benefits Package including Medical, Dental, and Vision plans.
- 401K/403b Retirement Plan Match
- Professional Reimbursements
- Generous PTO and Paid Holidays
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