Operations & Office Coordinator Southeast Asian Development Center (SEADC)

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The Operations & Office Coordinator is a member of the Operations Team and is a key driver in ensuring smooth and compliant business operations at all Southeast Asian Development Center (SEADC) in-person and digital sites. The Operations & Office Coordinator also provides critical Administrative and Governance support to the organization’s leadership team.

This position is supervised by the Director of Operations and works closely with Operations and Administration team members on all department goals and projects.

About SEADC:

Southeast Asian Development Center’s (SEADC) mission is to foster a healthy, thriving, and self-sufficient Southeast Asian American community. Founded in 1977 San Francisco’s Tenderloin District, the Southeast Asian Development Center, formerly Vietnamese Youth Development Center (VYDC), is a nonprofit organization dedicated to lifting children, youth, and families from Cambodia, Laos, and Vietnam out of poverty. Our services are structured around providing low income and vulnerable Southeast Asian Americans with basic needs and skills critical to building successful futures. We provide jobs, academic support, language service, health, and wellness, promote cultural resiliency and social guidance.

Learn more about us at:

Position Title: Operations & Office Coordinator

Compensation: $30.77-33.30 per hour DOE, Nonexempt; Full time, expected hours of work 37.5 hours per week

Benefits: Medical, dental, vision, and AD&D; 401k employer match; Employee Assistance Program (EAP); Commuter benefits; Paid holiday, vacation, and sick days; Professional development training

Location: 166 Eddy Street, San Francisco, CA 94102

Reports to: Director of Operations

Start Date: ASAP

Essential Duties and Responsibilities

Office and Facilities (80%)

• Coordination of Facilities and Office Operations (65/80)
• Support the Director of Operations in ensuring smooth and compliant business operations on-site and on the company’s digital spaces
• Facilities
  • Ensure work sites are opened and closed according to company policy.
  • Monitor the front door at the Eddy office and admit visitors as needed.
  • Maintain adequate kitchen, janitorial, and office supply inventory at all sites; reorder supplies as necessary.
• Office Operations
  • Coordinate office activities and operations with efficiency and according to company policies
  • Maintain office cleanliness, including trash and food/beverages, according to company policy
  • Serve as primary contact with 3rd-party vendors related to facilities and operations; coordinate with 3rd-party vendors, such as IT consultant or janitorial service. Ensure all vendor profiles are current and accurate in company CRM.
  • Collaborate with Human Resources to ensure proper staff assignments and returns of office equipment including laptops, cell phones, and office keys.
  • Pick up, open and distribute organization mail at three sites
  • Monitor the general information phone line, email, and eFax accounts; forward or respond to as necessary.
  • Ensure delivery of financial documents, including bills, checks, and Finance/Accounts Payable physical and email inboxes, to Accountant. Enter billing information into Bill.com upon receipt.
  • Research cost-effective tools and vendors, per Director of Operations’.
• Building Renovation (15/80)
• Support the Executive Director and Director of Operations with necessary project coordination tasks related to the company’s building renovation.
  • Assist Executive Director with coordinating meetings with project leads and contractors to keep on project timeline.
  • Assist Executive Director with coordinating promotional and building opening event(s) for the organization, which includes developing event programming and conducting outreach to members of the media, donors, and community stakeholders.
  • With oversight of the Director of Operations, establish and maintain communications with vendors involved in the critical day-to-day operations of the building; report issues and schedule communications to swiftly resolve said issues. Coordinate with vendors to establish necessary operations in building

Governance Support (10%)

• Support SEADC’s nonprofit governance by assisting the Executive Director with administrative tasks. Organize board, committee, and special meetings, including retreats and events. Coordinate all meeting logistics such as venue selection, room setup, catering, and preparation of materials. Manage board communications and meeting attendance tracking.
• Attend board meetings and board finance and governance committee meetings; Record and distribute minutes for board and committee meetings, ensuring timely follow-up on action items and decisions.
• Support the Executive Director in preparing board meeting materials; update governance documents regularly.
• Assist with outreach to prospective board applicants.

Administration (10%)

• Assist members of Senior Leadership Team with organizing meetings and special events (e.g. handling location, room set-up, costs, menu, etc.); maintain RSVP list and coordinate with stakeholders as needed; Records donor and funder attendance at SEADC special events.
• Manage staff calendar, operations department calendars, and the organization’s SharePoint, communications, and project management tools.
• Support Director of Operations and Operations team in coordinating staff meetings and staff events, including required trainings.
• Support Director of Operations and Human Resources in ensuring organizational compliance with cybersecurity and HIPAA policies.
• Support Operations team in collecting W9s from vendors, contractors, and qualifying individuals.
• Prepare credit card logs and reimbursement requests for Senior Leadership members; give hard copies of credit card logs and reimbursement requests to Accountant for Filing.
• Execute payments as requested by Director of Operations or Senior Leadership Team.
• Update internal forms and documents, per Director of Operations’ request.

Qualifications

Education:

• Bachelor’s degree

Required Skills and Experience:

• 3+ years’ experience in an administrative support role and/or in a role with office management duties
• Strong and demonstrated organizational and project management skills
• Strong written and verbal communication.
• Ability to compartmentalize confidential information and use discretion regarding sensitive company information.
• Ability to manage multiple projects in a fast-paced, performance-oriented environment.
• Attend external and internal events, trainings, and meetings as needed for the position.
• Adept at navigating different technologies:
• Proficiency with Microsoft 365 Office applications including MS Word, Excel, PowerPoint, Outlook
• Experience with data entry and CRM systems, preferably Salesforce
• Familiarity with project management platforms and online communications platforms such as Teams
• Must have adaptability to adopt new software and technologies and participate in the development of new such systems

Desired Skills and Experience:

• 2+ years of professional or volunteer experience working in a nonprofit
• Demonstrated experience with vendor management and/or facilities management
• Possess sound judgment and proven ability to recommend solutions, take immediate action, work on multiple tasks with competing priorities, and complete tasks in a timely manner
• Demonstrated ability to troubleshoot in-person logistical and virtual/technological issues

Additional Qualities and Requirements

• Passion for the organization’s mission and values
• Participation in events outside typical work hours/office: annual staff strategic planning offsite, annual staff social day, annual gala
• Solution-oriented mindset
• Able to work outside of typical business hours as needed
• Able to travel locally as needed
• Pass fingerprinting background check and TB clearance before start date
• Applicants must already be authorized to work in the United States

Application Deadline: Open until filled.

COVID-19 vaccination: We require all employees to be fully COVID vaccinated with the card to show proof of vaccination. Reasonable accommodation will be considered on a case-by-case basis.

We are an Equal Opportunity Employer and committed to embracing diversity and consider all applicants for all positions without regard to color, ethnic background, religion, sex, gender identity, sexual orientation, national origin, age, disability, HIV/AIDS or veteran status.