Operations Coordinator

Role Type

Volunteer Position

Overview

The Operations Coordinator serves as MKMC's cross-functional execution specialist, supporting seamless program delivery across all departments through logistics coordination, scheduling management, and operational problem-solving. This role bridges the gap between planning and execution, ensuring resources, volunteers, facilities, and communications align to deliver consistent, high-quality programming. You work directly with department leads to remove obstacles and maintain operational excellence.

Key Responsibilities

  • Coordinate cross-departmental logistics ensuring programs have necessary resources, volunteers, and facility access

  • Manage master scheduling system preventing conflicts and optimizing facility utilization across all programs

  • Support department leads with operational execution including vendor coordination, supply procurement, and volunteer assignments

  • Maintain operational documentation including standard procedures, contact lists, and resource inventories

  • Troubleshoot real-time operational issues during programs and events with rapid problem-solving

  • Facilitate communication between departments to ensure awareness of schedules, resource needs, and potential conflicts

  • Track operational metrics and identify efficiency improvements across MKMC systems

Expectations & Commitment

  • Time Commitment: 10–12 hours per month (coordination meetings + execution support + systems management)

  • Reporting: Direct report to Operations Director with weekly operational status updates

  • Availability: Responsive during program hours for real-time issue resolution

  • Coordination: Regular communication with all department leads regarding operational needs

  • Professional Development: Participate in quarterly volunteer training sessions

Success Metrics

  • Achieve zero scheduling conflicts or double-bookings across MKMC calendar

  • Maintain 95%+ on-time program start rate through effective logistics coordination

  • Respond to operational issues within 30 minutes during active program hours

  • Reduce operational inefficiencies by 30% through process improvements within first quarter

  • Achieve 90% satisfaction rating from department leads on operational support quality

First 90-Day Priorities

  • Map current operational workflows and identify bottlenecks, redundancies, and improvement opportunities

  • Implement centralized master calendar system with clear booking and approval protocols

  • Create resource inventory and procurement system for commonly needed supplies and equipment

  • Establish weekly coordination meetings with department leads to review upcoming programs and needs

  • Develop standard operating procedures for common operational tasks and scenarios

  • Build vendor and contractor contact list for frequently used services

Systems & Tools

  • Google Calendar for centralized master scheduling and facility booking

  • Project management platform for task tracking and coordination (Trello, Asana, or similar)

  • Google Sheets for resource inventories, vendor contacts, and operational checklists

  • WhatsApp or Slack for real-time communication with department leads

  • Shared document repository for standard procedures and operational guides

Ideal Candidate Profile

  • Strong organizational and coordination skills with ability to manage multiple simultaneous priorities

  • Systems thinking approach identifying how different operational pieces fit together

  • Excellent communication abilities to facilitate collaboration across diverse departments and personalities

  • Problem-solving mindset with calm, effective responses to unexpected challenges

  • Detail-oriented while maintaining big-picture awareness of organizational goals

  • Prior experience in operations, project management, event coordination, or administrative leadership

  • Flexibility and availability during evenings and weekends when most MKMC programs occur

Why Join MKMC

This role ensures MKMC operates like a professional organization rather than a reactive volunteer group, creating the operational foundation that allows programs to thrive and volunteers to succeed. Your systems and coordination enable every department to focus on their mission rather than logistics, multiplying the impact of their work. The operational excellence you build becomes infrastructure that serves the community for years while earning continuous reward.

How to Apply

To apply, please email apply@masjidkhadijah.ca with your name, background, and the position you are applying for.