Office & Building Coordinator

4 weeks ago

Seattle, United States Intentional Futures Full time
Job DescriptionJob Description

Company Overview

Intentional Futures is a B-Corp certified idea-to-impact consultancy. We work with visionary leaders to solve hard problems that matter. Our clients are change agents who believe the world can be better than it is. We act as trusted guides and thought partners on their journeys. We are a mighty firm of researchers, strategists and designers that work on complex issues with corporations, nonprofits, and family foundations.

We are committed to creating a diverse and inclusive work environment. We believe that having staff with diverse backgrounds allows us to better serve our clients, support one another, and fulfill our mission. We take leadership and training seriously and will invest in you and your goals.

iF Values

  • Imagination - We openly seek and explore novel perspectives, ideas, and approaches. 
  • Excellence - We passionately pursue solutions that thoughtfully address the real issues.
  • Teamwork - We collaboratively activate the combined strengths of clients, partners, and each other. 

As an equal opportunity employer, iF considers all applications without regard to race, color, religion, gender identity or expression, national origin, age, military service eligibility, veteran status, sexual orientation, marital status, physical or mental disability, or any other protected class. People of color, women, and LGBTQIA+ individuals are encouraged to apply. We welcome diverse skills and non-traditional career paths: we are people with unique backgrounds and experiences. 

The Office & Building Coordinator at Intentional Futures plays a pivotal role in creating a welcoming and efficient office environment. Serving as the first point of contact for guests and clients, the Coordinator ensures a positive and memorable experience for all visitors. This part-time role, scheduled for approximately 30 hours per week, involves a variety of responsibilities, including maintaining office cleanliness, preparing conference rooms, managing office supplies, coordinating internal and external events, and providing administrative support. The ideal candidate will be friendly, energetic, and proactive, with strong organizational and communication skills, and a commitment to fostering diversity, equity, and inclusion.

Responsibilities and Duties

  • Act as first point of contact for visiting guests and clients, ensuring their experience at Intentional Futures is positive and memorable
    • This role is scheduled for ~30 hours / week with a tentative schedule of:
      • Monday: 8:30 am - 4:30 pm 
      • Tuesday, Wednesday and Thursday: 9:00 am - 5:00 pm 
  • Maintain office and grounds 
    • Tidy up the office throughout the day including emptying the trash bins
    • Prepare conference rooms for meetings
    • Procuring and stocking office supplies, snacks and beverages 
    • Kitchen support such as brewing coffee, loading and unloading the dishwasher, etc. 
    • Researching, hiring and managing experts such as landscapers, window cleaners, etc. 
    • Take the trash, recycling, and compost bins to the curb weekly
  • Coordinate internal office and business development events
    • Arrangement and delivery of lunches and catering
    • Scout locations for external events and contract with selected locations
    • Clean up after guests 
  • Gather input on space usage and improvement needs 
  • Other possible administrative assistance could include, but are not limited to:
    • Meeting scheduling support
    • Travel booking assistance
    • Expense reconciliation 
    • Basic IT support and coordination of external IT vendor for complex requests 
    • Maintaining and organizing iF assets 
    • iF swag and client gift procurement and organization 
  • As a member of the iF Ops team - we back each other up This means being flexible, willing to take on a range of tasks to chip in, and lots of opportunities to learn new things 

Qualifications and Skills

  • We understand relevant experience can come from countless pathways. The right person for this role could be someone who has:
    • An Associate's degree plus 1-5 additional years of relevant work experience
    • Military experience with relevant skills and responsibilities
    • Non-traditional degree completion (certification, technical skills boot camps) + 1-5 additional years of relevant experience
  • 1 - 2 years of previous experience in office administration and management
  • Friendly and energetic demeanor with clear communication skills, both verbal and written
  • Aligned and inspired by iF's Values
  • Must feel comfortable interacting with individuals of all professional levels
  • Independent thinker: someone who isn’t afraid to ask questions and seek creative solutions
  • Self-directed and detail oriented with the ability to shift gears
  • Proactive: can stay 2 steps ahead of stakeholders and anticipate needs
  • Discreet: can handle sensitive information and interactions
  • Proficiency in standard office tools (Microsoft Office Suite and Google Drive) 
  • Commitment to fostering diversity, equity, and inclusion in the workplace and in project work
  • Experience with building or events management a plus 

Salary, Benefits, & Additional Information

At Intentional Futures, we conduct iterative and extensive market research to learn what is considered a competitive salary for each of our roles. However, it is not typical for an individual to be hired at or near the top of the range for their role, and compensation decisions are dependent on the facts and circumstances of each case. With this context in mind, the pay range for this role is $24 - $34 / hour depending on relevant experience. This will be paid at an hourly rate and is eligible for overtime. A typical weekly schedule will be 30 hours. 

Along with this, iF offers a benefits package that includes: 

  • Healthcare coverage including domestic partner benefits
  • Flexible Spending and Dependent Care Account options
  • Life insurance 
  • Short-term disability coverage
  • Paid parental and adoption leave
  • 4% 401K match
  • Paid time off
  • Learning and Development Resources
  • Subsidized ORCA Card 

This position is located in Seattle, WA. While most iFsters are given the option to work remotely, given the nature of this position the expectation to work on-site 4 days per week in the schedule outlined above. 

iF cannot offer work visa sponsorship at this time.

We will notify every candidate about next steps, you can expect a response 2-4 weeks from the posting date of the role, pending applicant pool. Preferred candidates will be moved forward to phone screens.

If you love the endless pursuit of the unknown, apply

Job posted on 2024.05.21

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