Othello Clarke Portal
Operations Coordinator:
Sky Learning Daycare
Consultant/Business Management: Farstar Vally L.L.C
💡 🏗️ Operations Coordinator: Master Workflow
Objective: To ensure the facility is safe, compliant, and stocked so the teachers can focus on the children.
ATTENTION:
💡 3 Rules for the New Coordinator
-
If it isn't written down, it didn't happen: Always log your fire drills and maintenance checks in a binder.
2. Photos are your friend: If a handyman fixes something or the snow isn't cleared properly, take a photo for the records.
3. The "Safety-First" Lens: Every morning, walk the halls and ask: "Is there anything here that a curious toddler could get hurt by?"
🚥 Traffic Light Status for Operations
-
Green: All staff background checks are current; supplies are stocked.
-
Yellow: Handyman repair scheduled; salt supply is getting low.
-
Red: Fire drill missed this month; QuickBooks is 2 weeks behind.
1. Daily & Weekly: Facility & Grounds
Goal: Keeping the environment clean and accessible.
-
Janitorial Check: Walk the building every morning. Ensure the cleaning crew (or staff) has sanitized high-touch surfaces.
-
External Safety: * Winter: Check for ice/snow. Coordinate salt/plowing before 7:00 AM.
-
Summer: Inspect landscaping for hazards (fallen branches, overgrown bushes).
-
Handyman Log: Keep a "Fix-It" list. Schedule repairs for after-hours so children aren't near tools.
2. Bi-Weekly: Inventory & Supplies
Goal: Never running out of the essentials.
-
Audit: Count diapers, wipes, gloves, cleaning supplies, and snacks every Tuesday.
-
Ordering: Place orders on Wednesday to ensure Friday delivery.
-
Stocking: Organize the supply closet so the oldest items are used first (First In, First Out).
3. Monthly: Compliance & Safety
Goal: Staying "Audit-Ready" for state inspectors.
-
Fire Drill: Conduct one timed fire drill per month. Log the date, time, and number of children present.
-
Bookkeeping: Gather all receipts and invoices. Ensure they are uploaded or entered into QuickBooks for the accountant. (Quickbooks Bookkeeping Software)
-
Staff Compliance: Check employee files. Are all background checks, CPR certifications, and physicals up to date?
📅 The "Operations Routine" (A Simple Schedule)
Frequency Task Action
Daily Safety Walk Check Shovel/Salt/snow or landscaping hazards.
Weekly Inventory Order Supplies and check janitorial quality.
Monthly Fire Drill Run the drill and sign the compliance log.
Monthly Bookkeeping Organize all expenses and receipts.
Quarterly Staff Audit Ensure every teacher's paperwork is still valid.
Training
Duns & Bradstreet Number:
Link:
Dun & Bradstreet: Intelligent Data for Business Performance
About:
The Dun & Bradstreet D‑U‑N‑S Number is a unique nine-digit identifier used exclusively for businesses. It's entirely separate from a personal identity and helps business entities establish credibility, improve visibility, and potentially unlock new opportunities, such as partnerships, loans, and contracts.
Training Video below
QuickBooks:
Link:
QuickBooks®: Official Site | Smart Tools. Better Business.
About:
The Dun & Bradstreet D‑U‑N‑S Number is a unique nine-digit identifier used exclusively for businesses. It's entirely separate from a personal identity and helps business entities establish credibility, improve visibility, and potentially unlock new opportunities, such as partnerships, loans, and contracts.
Training Video below
Business Expense:
Website Primum account setup: $140
Website Hosting: $30/mo
2 Business Email: $15/mo
Business Phone: $19/mo
Quickbooks Software: $10/mo
Office Supplies: $25