Office Coordinator, Business Services

2 weeks ago

San Diego, United States Jewish Family Service of San Diego Full time

**Position Title**: Office Coordinator

**Organization**: Jewish Family Service of San Diego

**Department**:Business Services

**Position Type**: Full-Time (37.5+ hours/week), Non-Exempt

**Work Setting**:Onsite

**Reports To**:Director of Business Services

**Pay Range**:$21-$24/hour

**Total Compensation**:
In addition to standard pay, compensation for this position includes:

- Comprehensive, low-cost healthcare coverage for employees
- Generous employer 401(k) contributions
- Employer-covered life insurance

**Time Away from Work**:
Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

- Paid vacation time and sick leave
- 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
- 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

**Position Overview**:
**Responsibilities**:
**Administrative & Divisional Support**

The Office Coordinator provides administrative support to the Director of Business Services and Director of Facilities, as well as general administrative support for the Operations Division.
- Serve as a primary point of contact for internal and external inquiries, providing timely and professional responses
- Coordinate office events, celebrations, and meetings, including room bookings, catering, and audiovisual setup when applicable
- Collaborate with appropriated divisions on onboarding and offboarding processes, assisting with paperwork and representing the Operations Division in orientations to provide an overview of company policies and pertinent onboarding information as it relates to the division
- Maintain office filing systems and databases, ensuring accuracy and accessibility of information
- Prepare documents, reports, and presentations as needed
- Assist with administrative tasks such as data entry, filing, and document preparation
- Successfully track and accurately submit invoices for timely processing and complete a monthly cred card reconciliation
- Monitor office supplies inventory and place orders to ensure adequate stock levels
- Enforce agency and security protocols, including access control systems and visitor registration
- Provide backup support for the employee shuttle as needed
- Work closely with the Facilities team to ensure efficiencies and provide support, as needed for visitors/clients, vendors on property, program support, onsite projects
- Other similar duties and responsibilities as requested

**Reception Management**

The Office Coordinator is responsible for managing all aspects of the reception areas, including overseeing receptionists, ensuring efficient operations, and providing excellent customer service to clients, visitors, and staff.
- Monitor the cleanliness and overall maintenance of the lobby areas to ensure a welcoming environment for visitors
- Provide training and guidance to reception team members
- Ensure compliance with organizational policies and procedures regarding visitor management and access control
- Coordinate backup and manage staffing levels to ensure adequate coverage
- Address and resolve issues or conflicts that arise in the reception area; escalating complex issues to the Director of Business Services as necessary
- Work closely with the Director of Safety & Security to ensure all proper security protocols are always followed
- Maintain open communication and provide support to reception at satellite offices; implementing standardized reception procedures and protocols to ensure consistency and efficiency across all sites

**Skills/Experience/Abilities That Are a Must-Have**:

- Must have a valid CA driver's license and valid insurance
- Ideally, three years of experience in a related role
- Knowledge of project management methodologies and organizational awareness
- Strong Knowledge of Office 365, specifically Teams, Excel, Word, and Time management tools
- Strong Knowledge of virtual communication platforms
- Excellent verbal and written communication and interpersonal skills
- Strong organizational, analytical, and problem-solving skills

**Important Notice**:
**About Jewish Family Service of San Diego**
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in _Moving Forward Together_. To learn more about JFS, please visit jfssd.org.
- _Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment with

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