Office & Operations Coordinator - Part-time

Job Description:

The Office & Operations Coordinator plays a key role in ensuring smooth daily operations across Evergreen’s Home Office. This person provides administrative and logistical support, assists with office management responsibilities, coordinates expense reporting, and delivers high-quality support. The ideal candidate is organized, proactive, detail-oriented, and committed to creating an efficient and welcoming workplace environment.

The person in this role actively contributes to our culture of belonging, where everyone feels welcome and supported. In addition, this person embraces Evergreen’s goal of being the “Best Place to Work” through building relationships, working collaboratively, and embodying our company’s values (Care Personally, Extend Grace, Be Responsive, Take Ownership, Be Transparent, Innovate).

This is a part-time, hourly position, approximately 30 hours/week. The Office & Operations Coordinator is a hybrid role, requiring this person to be onsite in our Madison office for a minimum of three days per week to support office operations and in-person needs. Evergreen’s core working hours are 9:00 AM – 5:00 PM Central Time, and most internal meetings and work activities occur during this timeframe. Occasionally, this role may require schedule flexibility to support key meetings, events, or business needs that occur outside of standard working hours.

WHAT YOU’LL DO

Office Management

• Serve as a primary point of contact for general office needs and inquiries.

• Maintain office supplies, equipment, and inventory.

• Coordinate maintenance, repairs, and vendor services as needed.

• Assist with incoming/outgoing mail, shipping, and deliveries.

• Ensure the office environment is clean, organized, and aligned with company standards.

Expense Reporting

• Prepare, review, and submit expense reports for team members and executives.

• Reconcile expenses and manage reimbursement submissions, including collecting receipts, tracking mileage, and submitting reports.

• Assist with corporate credit card management, including receipt retention, transaction matching, and other finance data-entry support as needed.

• Assist with invoice processing and basic financial administrative tasks.

• Maintain organized records and documentation.

Administrative Support

• Support meetings, working sessions, and events for operational teams, including conference room setup, catering, materials preparation, and on-site coordination as needed.

• Coordinate weekly or bi-weekly syncs with leadership and manage ongoing communication.

• Support the employee gifting and recognition programs, including communicating with employees, coordinating gift ordering and delivery, and processing charitable contributions.

• Provide administrative and logistical support to operational business units, including HR, IT, and Finance, to help teams execute efficiently and stay aligned.

• Execute special projects as needed – researching ideas, preparing and editing documents, tracking action items, and coordinating inputs across teams.

General 

• Live Evergreen’s mission and values by building authentic partnerships, embracing radical candor, and communicating with clarity, respect, and purpose.

• Build strong relationships across Evergreen and with external partners through collaboration, feedback, and recognition at all levels.

• Contribute to organizational growth by supporting hiring, onboarding, training, and serving as a subject matter expert within your role.

• Drive improvement and innovation by participating in cross-functional projects, company-wide programs, and the development of processes, policies, and systems.

• Adapt and engage as Evergreen evolves, embracing change, supporting special projects, and participating in Evergreen’s annual in-person retreat.

QUALIFICATIONS

Required Qualifications

• Candidates must be local to Madison/Middleton, WI area.

• 2+ years of experience working in a professional environment.

• Demonstrated ability to handle sensitive and confidential information with discretion, sound judgment, and professionalism.

• Intermediate knowledge and experience using Microsoft 365 products: Word, Excel, PowerPoint, Teams, and Outlook.

• Experience with or desire to use CRM (Customer Relationship Management Software), ATS (Applicant Tracking System) and other relevant software applications.

• Excellent interpersonal skills.

• Exhibits professionalism and diplomacy in managing sensitive and confidential matters.

• Ability to establish and maintain effective working relationships with diverse groups of team members, managers, and vendors.

• Demonstrated commitment to put forth consistent effort and successfully complete assigned tasks in a timely manner without sacrificing quality.

• High attention to detail, including strong time management, and analytical, organizational, and active listening skills.

OTHER DUTIES

Please note this job description is not a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities might change at any time with or without notice. 

PHYSICAL DEMANDS

Prolonged periods sitting at a desk and working on a computer. Must be able to lift more than 15 pounds at a time.

SALARY

$25 per hour, in addition to bonus eligibility and a comprehensive benefits package.

Commitment to Diversity, Equity, Inclusion, + Belonging

Evergreen is an equal opportunity employer (EOE) committed to the full inclusion of all qualified individuals. We know our differences enrich our community and our work, and we recruit, develop, and retain talented people from a diverse candidate pool. We are proud supporters of a radically candid culture that values each person’s complex identity and unique contributions to Evergreen. 

We base all employment decisions, including the decision to hire, promote, discipline, or discharge, on merit, performance, and business needs, and do not discriminate based on race, color, religion, gender, gender identity, sexual orientation, age, marital status, mental or physical disability, or other characteristics protected by local, state, or federal law. If you are a qualified person with a disability(s) who needs reasonable accommodation to apply or interview for this position, please contact