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Coordinator, Office Administration
2 months ago
GENERAL SUMMARY
This is an exciting opportunity to help support a team of dedicated professionals making a difference in the lives of families dealing with an Alzheimer’s diagnosis or dementia symptoms.
The Coordinator, Office Administration assists with managing the daily activities of the office to ensure efficient operations and expense control.
ABOUT US:
Alzheimer’s Los Angeles has been in service for 40 years in the LA community. Our mission to improve the lives of families affected by Alzheimer’s and dementia by increasing awareness, delivering effective programs and services, providing compassionate support and advocating for quality care and a cure.
ESSENTIAL JOB FUNCTIONS:
Office and Staff Management
- Assist Chief of Staff with board records and coordination of all administrative functions for Board and Staff meetings and retreats
- Coordinate information & issues with the building management
- Maintain and communicate office safety & COVID exposure plan
- Coordinate on and off-site records management
- Assist with logistics and obtaining information for the Annual Report
- Assist with office relocation(s) and new office set up
- Order, track, and organize supplies
- Sort and distribute mail, coordinate mail services and conduct monthly metered mail reports & keep mailboxes up to date
- Keep office clean and well maintained
- Collaborate with Chief of Staff to onboard new staff and maintain staff records
- Coordinate administrative functions for staff Fun days, Holiday Party, special occasion parties (showers/adoptions, wedding, etc.)
Accounting
- Update and maintaining records of expenditures
- Process payments for company credit cards, prepare check requests and assist with reconciling credit card expenses
- Respond to vendor invoices
- Ensure that all payments are made timely
- Resolve payment discrepancies and disputes
MINIMUM REQUIREMENTS:
- Minimum 3 years of office administrative experience preferred
- Minimum 1 year of accounts payable experience required
- 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:
- Experience in a nonprofit environment
- Bilingual English/Spanish
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
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
