Who We Are

IJM is the global leader in protecting vulnerable people from violence around the world. Our global team of over 1,000 professionals are at work in 25 offices. Together, we are catalyzing a global revolution that will rescue millions, protect half a billion, and make justice unstoppable.

Motivated by God’s call to seek justice for the oppressed, we believe that the way we work is as important as the results we achieve. We are a global community that cares for one another. We value joy and celebration, and we strive to provide professional excellence to all those we serve. 

The Need

After nearly two decades of continued growth and operational success in pioneering the work of protecting those who are experiencing poverty from violence, IJM has become a $100 million organization with over 1000 global employees. As IJM continues this trajectory of growth and scaling of its impact, our US-based headquarters facility increasingly represents a key component of IJM’s stakeholder and employee experience. The Office Operations Coordinator position is responsible for supporting all aspects of IJM Headquarters’ Real Estate and Administration team’s work, including space management and real estate strategy, office procurement and supply sourcing, vendor management, internal event support, onboarding and training new staff, budget management, and staffing the reception desk. This position interfaces frequently with internal and external stakeholders, often serving as the face and voice of IJM.  

This position is based at IJM Headquarters in the Washington, DC area and reports to the Chief Financial Officer.

Responsibilities

• Provide high quality customer service to staff, constituents, and visitors, resulting in a professional and welcoming reception area, prompt attendance to facilities maintenance and office supply issues, and consistent messaging to constituents who contact the office via phone and email;




• Provide staff seated at global headquarters with the workspace and supplies needed to work, resulting in smooth staff entries, functional conference rooms, well stocked kitchens and supply rooms, and welcoming open spaces;




• Provide logistical support, space, equipment, and supplies to internal events, especially staff orientation and global board meetings, resulting in well resourced, smooth events;




• Create and maintain quality vendor relationships, resulting in consistent maintenance and upkeep of facilities;




• Create and maintain SharePoint resources, resulting in easy staff access to seating plans, shipping resources, and Facilities maintenance requests;




• Operate and maintain COVID-19 protocols alongside Global Safety & Security team, including office layout changes and permanent desk assignments;

• Interface with Recruiting, Human Resources, Global Technology Services, and hiring managers to plan seats for incoming staff and interns;




• Prepare desks, nameplates, and access cards for new staff;




• Assist in space analysis to determine future space requirements for teams and offices;




• Assist in planning staff moves;




• Assist in researching and understanding facilities and real estate best practices;




• Assist with development of permanent space requirements versus staff with flexible working arrangements;

• Order supplies for supply closets and kitchens; ensure that all areas are well-stocked;




• Schedule and ensure completion of all routine facilities maintenance projects;




• Interface with property management as needed;

• Provide access to facilities resources as requested; evaluate the need to increase/replace resources as necessary;




• Provide limited logistical support for events, including receiving catering, assisting in setup/teardown, consulting on best practices;




• Advise on vendors for various needs;

• Provide administrative onboarding to all headquarters-based staff and interns;




• Provide office tours to all new headquarters-based staff;




• Train administrative staff and interns to provide backup reception services;




• Provide onboarding for staff regarding Eden Workplace hoteling software and COVID-19 safety protocols;




• Complete all administrative Workday documentation, including credit card reports and expense reports;




• Ensure the timely receipt and processing of vendor invoices; review all invoices for correctness;




• Monitor actual expenditures within budget;

• Answer and direct all incoming calls amd constituent questions, providing information to vendors and guests;




• Accept packages for staff and departments;




• Open and process all mail, including communicating with teams about large donations received and sending donations for processing;




• Answer constituent emails sent via the general mailbox;




• Answer staff questions and assist with general issues as able, mobilizing the team to assist if necessary;




• Manage hoteling reservations and wellness surveys, including interfacing with staff about Eden hoteling software;

• Maintain a comprehensive knowledge of all shipping practices, advising and training staff on shipping practices; and




• Maintain shipping accounts, including payment of shipping bills and charging to appropriate team cost centers and seeking optimal rates and deals for shipping vendors.

Requirements:

• At least 2 years of experience in providing top-level customer service in a fast-paced, professional environment;




• Bachelor’s degree; 




• Experience handling multiple projects and competing priorities;




• Excellent written and oral communication skills; 




• Exemplary time management skills;




• Demonstrated experience in building and improving systems;




• Ability to effectively communicate and collaborate cross-divisionally with leaders from various cultures and disciplines;




• Ability to find simple elegant and proactive solutions to seemingly intractable complex problems;




• Ability to remain winsome, professional, loving and engaged in professional disagreement or conflict; and




• Ability to maintain the posture of a servant, ensuring that our customers succeed.

Critical Qualities:

• Mature orthodox Christian faith as defined by the Apostles’ Creed; and




• Self-starter with strong initiative. 

What does IJM have to offer?
- Comprehensive Medical/Dental/Vision benefits
- Monthly commuter and parking benefits
- Generous 6% retirement contribution
- Paid leave starting at 23 days
- 11 holidays (plus early release the day prior)
- Relocation reimbursement
- Daily, quarterly and annual community spiritual formation
- Robust staff care resources