Experience Inc. Jobs

Requisition ID: req54591

Job Title: Sr. Operations Specialist

Sector: Operations

Employment Category: Regular

Employment Type: Full-Time

Compensation: USD 21.95 - 29.17 Hourly

Location: San Diego, CA USA

Work Arrangement:In-person

Job Description

The Operations Specialist will report directly to the Operations Supervisor and collaborate closely with the Development Coordinator and Resettlement Manager. This role is responsible for the collection, management, and distribution of in-kind resources to refugee and immigrant populations resettled by the IRC, as well as other eligible clients. Key responsibilities include maintaining storage facilities, supporting procurement activities, and ensuring accurate recordkeeping and compliance with reporting requirements. Additionally, the Operations Specialist will play a critical role in the successful implementation of IRC's software, Integra, which integrates and automates various organizational functions and processes. As the local technical advisor for Integra, this position will ensure that all relevant IRC staff receive the necessary training, materials, and support to effectively utilize the system. This includes facilitating real-time access to data, managing financial transactions, enhancing donor compliance and reporting, and overseeing new vendor requests.

Major Responsibilities:

• Manage the on- and off-site storage of household goods and personal effects intended for distribution to IRC clients. Label, organize, and track items, and ensure storage facilities are well-secured, clean, and properly maintained. Carry out physical inventory counts as needed, recording timely and accurate data within IRC’s data management systems.

• Ensure that all relevant IRC staff receive the necessary training, materials, and support to effectively utilize Integra.

• Coordinate the daily operations of donation storage areas by stocking and supporting the distribution of in-kind goods in an organized manner. Observe correct stacking and turnover by implementing (FIFO or FEFO) procedures. Collaborate with colleagues and members of the community to safely load, unload, and disburse goods in strict accordance with IRC and donor requirements.

• Ensure accurate recordkeeping to account for and track incoming and outgoing inventory by preparing forms and maintaining thorough records within IRC’s data management systems. Provide accurate and up-to-date digital and physical inventory records for regular reporting purposes.

• Support procurement efforts by managing supply lists and tracking and communicating market prices. Inform management team of inventory-related needs.

• Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.

• Manage and maintain digital and physical files.

• Support office inventory needs, including cash-in-kind (CIK), via day-to-day storage, tracking, and reporting.

• Support vendor billing/invoices in partnership with Finance team.

• Use personal, insured vehicles, IRC vehicles, and/or public transportation (where available) to travel and transport materials as needed throughout the service delivery area.

• May train and lead the activities of volunteers, interns and staff.

• Serves as back-up to Front Desk Reception, covering staff lunch hour and on an as needed basis.

• Other duties as assigned.

Job Requirements:

Work Experience:

• Undergraduate degree or combination of related education and experience may be substituted.

• 2+ years of related experience; preferably in a not-for-profit or other social services environment.

• Strong relationship building, diplomacy, and networking skills; ability to effectively build internal and external relationships.

• Demonstrated success working and communicating effectively in a multi-cultural environment.

• Self-starter with excellent problem-solving skills combined with the proven ability to prioritize and manage time effectively.

• Attention to detail and accuracy in work product.

• Proficient in English, both spoken and written; proficiency in language(s) spoken by client group is desired.

• Proficient in Microsoft Office applications (Word, Excel, Outlook); ability to use the internet and other digital tools for data entry, research, and problem-solving purposes.

• Ability to lift 35+ lbs. safely.

• Valid driver’s license: current insurance and access to reliable vehicle and willingness to use it in performance of job duties

Working Environment:

• A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined responsibilities.

• May require occasional weekend and/or evening work.

Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.