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Administrative Office Coordinator

2 months ago

San Francisco, California, United States Dolores Street Community Services Full time
Job Overview

Position: Office Coordinator (This role has the potential to evolve into an Office Manager position for candidates with outstanding administrative management experience.)

Location: Administrative Office of Dolores Street Community Services.

Reports to: Director of Operations

Compensation: $28.85 per hour. This is a full-time, non-exempt role. Benefits include medical, dental, vision, long-term disability, life insurance, flexible spending accounts, commuter benefits, generous vacation time, and a 401(K) plan with employer matching.


About Dolores Street Community Services:

Dolores Street Community Services is experiencing significant growth, leading to the creation of various new roles across our programs. We are dedicated to serving diverse communities.


Our mission is to enhance individual well-being and empower low-income and immigrant communities to foster a more equitable society. As a multi-faceted organization, we strive to improve lives on both personal and systemic levels through advocacy and community organizing. Our collaborative efforts address issues such as homelessness, affordable housing, and immigrant rights, tackling the root causes of social injustice.


Position Summary:

The Office Coordinator plays a crucial role in managing the daily functions of the office, overseeing front desk operations, and supervising program assistants. This position ensures that office activities are conducted efficiently and provides essential administrative support throughout the organization. The Office Coordinator will also be the primary point of contact for visitors and clients.


Key Responsibilities:

  1. Front Desk Management:
  • Welcome and assist visitors, maintaining a professional and inviting atmosphere.
  • Handle incoming phone calls and emails, directing them appropriately.
  • Keep the reception area organized and presentable at all times.
  • Manage incoming and outgoing mail, packages, and deliveries.

2. Supervision of Program Assistants:

  • Provide training and support to program assistants for ongoing development.
  • Coordinate coverage for the main office during staff absences.

3. Office Operations Management:

  • Schedule and organize meetings, appointments, and travel arrangements.
  • Oversee office equipment maintenance and coordinate repairs as needed.
  • Manage office supply inventory, placing orders when necessary.
  • Assist in preparing reports, presentations, and correspondence.
  • Maintain and update organizational databases and records.

4. Event Coordination:

  • Support the planning and organization of company events, meetings, and conferences.
  • Handle logistics such as catering, venue arrangements, and transportation.

5. Compliance and Safety:

  • Ensure that office operations adhere to company policies and procedures.
  • Implement and uphold safety protocols and procedures.
  • Conduct regular safety inspections and report any hazards or concerns.

Additional Organizational Duties:

  • Conduct business in alignment with the Employee Handbook, exercising sound judgment in the best interests of the agency and the community.
  • Work within the framework of the agency's mission, vision, values, and commitment to diversity, equity, and inclusion.
  • Commit to treating every community member with respect and dignity.
  • Perform other duties as assigned.

Qualifications and Experience:

  • Bilingual in spoken and written Spanish is required.
  • A minimum of 2 years of experience in office administration or coordination, with supervisory experience preferred.
  • Skills:
    • Exceptional organizational and multitasking capabilities.
    • Strong communication and interpersonal skills.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Ability to handle sensitive information with confidentiality and professionalism.
    • Strong problem-solving skills and attention to detail.
    • Ability to work independently as well as collaboratively within a team.

Work Environment:

  • Standard office environment with occasional lifting of supplies and materials up to 25 pounds.
  • The position may require occasional evening or weekend work for events or deadlines.

Application Process:

If you meet the qualifications and are interested in this position, please submit your resume, cover letter, salary requirements, and three professional references, including a supervisory reference. For more information about our organization, please visit our website.

Dolores Street Community Services is an equal-opportunity employer that values lived experience and seeks applicants from diverse backgrounds. We encourage individuals from various communities, including people of color, women, older adults, members of the LGBTQ community, and individuals with disabilities, to apply.