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Administrative Services Coordinator

2 months ago

Santa Cruz, California, United States Ecology Action Full time
Job Description

About Ecology Action

We are a non-profit organization passionately driven to empower individuals, businesses, and communities to take actions today that achieve environmental and economic sustainability. Our mission is to help people, businesses, and communities act now for a better tomorrow. We believe that simple changes in behavior can drive large-scale transformations that benefit both people and the planet.

About the Role

We are seeking a highly skilled Office Operations Manager who can handle a variety of tasks and pivot between different areas of focus based on organizational needs. You'll be a key player across our teams, ensuring smooth office operations, managing facilities, supporting procurement processes, and fostering a positive work environment.

Key Responsibilities

  • Office Operations: Manage card key access, monitor security, support virtual receptionist and voicemail systems, develop office policies, maintain subscriptions and resources, handle shipping and receiving, and arrange logistical support for meetings and events.
  • Facilities Management: Serve as the point of contact for maintenance, health and safety, troubleshoot furniture and fixtures, support satellite offices, maintain a safe working environment, act as supervisor to Facilities Assistant, and manage office vendors.
  • Administrative Support: Support the executive team and program staff as needed with administrative tasks. Process checks and perform other accounting-related duties. Assist with travel arrangements. Coordinate company-wide purchasing, assure compliance with purchasing guidelines, and maintain records.

Requirements

  • Minimum of 3 years' experience in a similar role or equivalent combination of education and experience.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
  • Strong verbal and written communication skills.
  • Ability to work independently and handle multiple demands in a rapidly changing environment.
  • Collaborative, detail-oriented, and committed to excellence.

Preferred Qualifications

  • Familiarity with non-profit and for-profit businesses.
  • Experience with administrative functions, accounting, IT, and compliance.
  • Commitment to environmental protection.

Work Environment

  • Regularly required to sit, stand, talk, hear, and use a computer.
  • Occasionally lift/move up to 50 pounds and perform physical maintenance tasks.
  • Exposure to fumes, airborne particles, loud noise levels, and unpleasant odors.