Operations Records Coordinator - City of New York : Job Details

The Operations Records Coordinator will be a member of the Borough President's Operations Team, reporting to the Director of Operations (DO). The Operations Records Coordinator will collaborate with the DO in overseeing the day-to-day activities of the agency, ensuring that the office and staff have the tools necessary to succeed. The selected candidate will provide administrative support and contribute to strategizing efforts to ensure seamless operations across the department, including support with space use, onboarding, record retention management, fleet procurement and salvaging. The Operations Records Coordinator will play a key role in helping the agency maximize efficiency and effectiveness, and will collaborate with colleagues while working closely with other relevant New York City agencies. The ideal candidate for this position is flexible, an excellent problem-solver, resourceful, and extremely proactive. The Operations Records Coordinator will be responsible for the following:

Responsibilities:

• Supports Operations team with leading and editing of Operations Manual, and helps build and maintain internal documentation, process improvements, and reporting dashboards
• Maintains and monitors the key management system to support building security and operational integrity
• Oversees DORIS's records retention and disposal schedule, ensures compliance with all applicable policies and regulations, and trains staff on inventory management and record archiving.
• Oversees and manages all office subscriptions, including software, publications, and service contracts.
• Coordinates agency Fleet access, including Bike, MetroCard, and/or car key issuance, returns, and audits in alignment with fleet protocols.
• Collaborates across departments to support events, initiatives, and process improvements.
• Maintains accurate records, reports, and documentation for audits and internal tracking.
• Assists with procurement processes, including inventory management and order tracking.
• Ensure compliance with internal policies and procedures across office operations.
• Participates in the onboarding process and orientation for all new hires.
• Supports Space Use Coordinator with Borough Hall site visits and event coordination.
• Coordinates A/V and logistical support for meetings, presentations, and events, ensuring seamless execution.
• Supports the Operations team on furniture and tech salvaging.
• Other duties and Ad Hoc projects, as assigned by the Director of Operations.

Qualifications:

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to 1 or 2 above. However, all candidates must have at least one year of experience as described in 1 above.

Additional Information:

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.