Coordinator, Office Administration

GENERAL SUMMARY:

Assists with managing the daily activities of the office to ensure efficient operations and expense control. Implements procedures for administrative activities including assisting with record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, technical support, project coordination/scheduling, purchasing, and other related internal operations. Coordinates resources to troubleshoot, determine the best solutions, and solve problems. Processes payments and ensures all payments are made timely and maintains appropriate record keeping.

While there may be some ability to work remotely available, this position will be required to work in-office most days.

ESSENTIAL JOB FUNCTIONS:

• Board of Directors

o Assist Chief of Staff with board records, recording changes, updating roster, and maintaining board member information

o Assist with coordination of all administrative functions for Board meetings and retreats, including sending invitations, creating consent agendas, coordinating presentation materials with IT, tracking attendance, arranging catering and space accommodations, printing materials, etc.

• Office Management

o Assist with coordinating information & issues with the building management

o Assist with maintaining and communicating office safety & COVID exposure plan

o Assist with records management (on- and off-site)

o Order, track, and organize supplies

o Coordinate mail services and conduct monthly metered mail reports

o Sort and distribute mail

o Keep mailboxes up to date

o Keep kitchen area stocked, clean, and well maintained

o Maintain in-office storage spaces

o Keep office cleared of boxes, neat and tidy, including stock rooms

o Dispose of recyclables

o Occasionally move furniture and/or heavy boxes

o Maintain indoor and outdoor plants

• Staff

o Assist with onboarding new staff, including ordering business cards, distributing keys, etc.

o Assist with maintaining staff records (directory, addresses, organizational chart, phone tree, birthdays/anniversaries list, mailboxes, etc.)

o Assist with coordinating administrative functions for staff meetings and retreats, including calendar coordination, sending invitations, arranging space accommodations, printing materials, etc.

o Assist with coordinating administrative functions for staff Fun days, Holiday Party, special occasion parties (showers/adoptions, wedding, etc.)

o Assist the holiday committee and support all functions of annual Holiday Party including gifts, games, decorations, catering, ordering awards, preparing space, etc.

o Maintain positive working relationships with staff members to assist in facilitating open communication

• Administrative

o Prepare check requests

o Assist with reconciling credit card expenses for the administrative and marketing teams on a monthly basis

• Projects

o Assist with logistics and obtaining information for the Annual Report

o Assist with office relocation(s), including purging of old materials, researching vendors, arranging for movers, coordinating item pick up, coordinating planning, and new office set up

o Other special projects as needed

• Accounting

o Update and maintaining records of expenditures

o Process payments for company credit cards

o Respond to vendor invoices

o Ensure that all payments are made in accordance with company policy

o Ensure that all payments are sent on time

o Resolve payment discrepancies and disputes on behalf of the company

o Ensure the supporting information is adequate to properly account for purchases

o Other duties as assigned

MINIMUM REQUIREMENTS:

· Minimum 3 years of office administrative experience

· High School Diploma

· Knowledge of MS Office Suite programs and Adobe

· Knowledge of internet use and internet-based data programs including Google Workspace

· Excellent organization and communication skills

DESIRABLES:

· Accounts payable experience preferred

· Experience in a nonprofit environment

· Fluency in Spanish (written and verbal)

PERSONAL CAPACITIES:

· Professional and friendly attitude towards staff, volunteers, and the public

· Ability to work with diverse volunteers and staff

· Well organized, self-starter

· Ability to follow and remember verbal instructions

· Able to be punctual, keep a reasonable schedule, and follow timelines

· Able to lift 25lbs

WORKING CONDITIONS:

· Normal office environment, including hybrid/remote work

· Work may include periods of high volume and tight deadlines

EQUIPMENT:

· Computer workstation

· Telephone

· Audiovisual equipment

· Photocopier

Benefits:

• Medical, Dental, Vision insurance
• Vacation accrual
• Sick time accrual
• Personal days
• Holidays (10 full days, 3 ½ days, plus days between Christmas and New Years)
• 403b Retirement savings with employer match
• Life, AD&D and LTD insurance
• Flexible spending account
• Employee Assistance Program
• Professional Development Reimbursement

This job profile in no way states or implies that these are the only duties to be performed by the jobholder. They will be required to follow any other instructions or perform any other duties as requested by their supervisor or manager. This is not meant to be an exhaustive list of job duties. Essential elements may change when necessary.