Operations & Programs Coordinator

About Ballston BID

Ballston Business Improvement District (BBID) is dedicated to maintaining Ballston as a premier business destination where leading companies and skilled professionals choose to establish and expand. Our mission drives us to cultivate a dynamic urban center interconnecting defense, technology, education, and hospitality sectors. Our vision focuses on building a vibrant, accessible community that promotes innovation, sustainable growth, and partnership. Through well-planned programs, events, and initiatives, BBID strengthens Ballston’s attractiveness as a place to live, work, and prosper.

Role Overview

The Operations & Programs Coordinator is vital in supporting BBID’s daily operations, ensuring smooth administrative, financial, and programmatic functions. Reporting directly to the CEO, this role is a key resource for office coordination, Board of Directors support, financial administration, stakeholder record maintenance, and overseeing the planning and execution of community programs and events.

Key Responsibilities

• Manage monthly expense report verification and reconciliation, ensuring all supporting receipts are correctly documented and comply with financial policies.
• Process vendor invoices through Bill.com, ensuring timely payments and accurate records.
• Coordinate vendor onboarding by collecting W-9 forms and confirming payment details.
• Prepare bank deposits and maintain thorough documentation.
• Assist with employee onboarding and technology setup.
• Arrange meetings, including room bookings, setup, and preparation of materials.
• Maintain electronic and physical filing systems, contracts, and organizational documents.
• Oversee office inventory, asset records, storage management, mail distribution, and general office operations.
• Respond promptly to administrative inquiries and offer day-to-day operational assistance.
• Coordinate logistics for Board of Directors meetings including agendas, invitations, minutes, and follow-ups.
• Manage Annual Meeting and Board election tasks per BBID bylaws, including proxy collection and communications.
• Keep Board meeting records organized and compliant with recordkeeping practices.
• Assist with keeping the website updated with accurate information and upload relevant reports and documents.
• Arrange meetings with Arlington County officials, community partners, consultants, and vendors.
• Maintain CRM system for accurate stakeholder, business, and property owner data.
• Support stakeholder communication and outreach efforts.
• Monitor district assets like banners and signage; coordinate maintenance and repairs with contractors, the county, and property managers.
• Track public realm maintenance issues and follow up for their resolution.
• Serve as liaison with county officials and property managers on public art, beautification, and related matters.
• Lead coordination of BBID community events including Sip & Mingle, Sip & Jingle, Farmers Market, Seasonal Markets, and Pop-Up Cultural Markets.
• Handle event logistics such as vendor coordination, permits, rentals, sponsorships, and post-event reporting.
• Help secure event sponsorships.
• Undertake other duties and special projects as assigned, including occasional evening and weekend work to support events and organizational activities.

Qualifications

• Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, Event Management, Communications, or a related discipline, or equivalent education and experience.
• Three to five years of relevant experience in office administration, operations, project coordination, nonprofit administration, or local government.
• Strong communication skills, both written and verbal.
• Proficiency with Microsoft Office Suite, SharePoint, CRM platforms, and other business software.
• Experience with Bill.com or similar accounts payable software preferred.
• Ability to exercise sound judgment, protect confidential information, and deliver excellent customer service.
• Proven aptitude for building and sustaining collaborative relationships with diverse stakeholders.
• Excellent organizational and time management abilities, capable of managing multiple priorities and working independently in a fast-paced setting.
• Physical ability to lift and carry up to 50 pounds and work outdoors during events and related activities.

Salary and Benefits

• Salary range: $60,000 to $70,000 annually.
• Employer-paid medical, dental, and vision insurance for employees.
• 401(k) plan including employer contributions.
• Paid holidays and paid time off.
• Cell phone stipend.
• Gym membership reimbursement.
• Paid parking or reimbursement for public transit expenses.

Additional Information

This description is a general overview and not an exhaustive list of job responsibilities or conditions. Duties and requirements may evolve as needed by the employer. Occasional evening and weekend hours are required to support events and organizational activities.