Office Coordinator

3 weeks ago

Oakland, United States The Alliance For Community Wellness Full time

**POSITION OVERVIEW**:
The Office Coordinator acts as the central point of communication for Southland office by following office workflow procedures to ensure maximum efficiency; operates the main phone console, greet all callers and/or incoming visitors/clients, and performs routine administrative and personnel duties as assigned. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

**Essential Job Functions and Responsibilities**:

- Monday
- Friday 8:30 a.m.4:30 p.m. (hours may vary; dependent on coverage needs)
- Welcomes client and visitors by greeting them, in person or on the telephone, answering or referring inquiries
- Directs visitors by maintaining employee and department directories; giving instructions
- Keep front office space and reception area neat and clutter free
- Keep office kitchen space area neat and clutter free
- Answering phones and responding to client questions
- Accept deliveries, sort, mark “received” and distribute mail, packages and faxes immediately
- Distribute checks
- Order and maintain inventory of office supplies
- Maintain photocopy machine and keep it supplied with adequate paper/ink
- Contributes to team effort by accomplishing related results as needed
- Schedule meetings or reserve conference rooms for directors and managers.
- Maintain the calendar schedules for the conference rooms
- Provide support to the Director of Operations and Facilities and HR Department
- Occasionally provide support to the HR Department and Finance Department
- Maintain SWAG and PPE inventory and records
- Ensure evacuation map and fire extinguishers are current
- Set up staff in office or cubicle

**Other**
- Attend trainings and participate in events relevant to key responsibilities
- Track and regularly report on key metrics for responsible function areas
- Leads and collaborate on special projects related to agency objectives as appropriate

**QUALIFICATIONS & EXPERIENCE**:

- High School Diploma or GED or equivalent
- Minimum 2 years’ experience working in behavioral health environment as a receptionist or intake personnel.
- Bilingual Spanish/English preferred
- Knowledge of general office machines, telephone systems, fax machine, PDF operations, and other information systems.
- Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
- Non-Profit and Community Based Organization experience highly desirable.
- Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
- Thinks independently and can make informed decisions when needed.
- Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
- Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
- Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
- Valid CA Driver’s license
- ** Auto insurance**: Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.

**BENEFITS**:

- Excellent Health benefits package for you and your family including:

- Medical/dental/vision benefits with 95% employee & 80% dependent employer premium contribution and employer paid life insurance.
- Vacation, 15 paid holidays, 12 paid sick days upon accrual
- Employee Assistance Plan to support yours and your family’s wellbeing and finances
- 403(b) retirement plan
- Work-life wellbeing & excellent work hours
- Supportive/Collaborative work environment
- Opportunities for Growth and Professional Development
- License and Certification renewals reimbursed

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