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Office Operations Coordinator

2 months ago

Austin, Texas, United States PeopleFund Full time
About the Role:

The Office Administrator is the backbone of our team's operations. Every day, we rely on this individual to utilize their exceptional interpersonal skills to welcome visitors and provide assistance to team members in a multitude of ways. This is a critical position at PeopleFund and is 100% in-office at our headquarters.

About Us:

PeopleFund's Mission is to create economic opportunities and financial stability for underserved individuals by providing access to capital, education, and resources to build healthy small businesses.

Our Values:
  • Integrity First
  • Service Before Self
  • Excellence in All We Do
Job Duties and Responsibilities:
  • Support the front desk and facility while providing administrative support to our team.
  • Ensure the front desk area of PeopleFund HQ is neat, presentable, and equipped.
  • Answer all incoming calls and route them to the appropriate person or department, taking detailed messages as needed.
  • Greet visitors, route them to the appropriate people, or provide detailed information.
  • Check mail in front of the HQ building daily.
  • Sort and distribute mail and packages.
  • Send outgoing mail, including certified mail and FedEx.
  • Responsible for monitoring inventory, ordering supplies, and stocking common areas and breakrooms.
  • Maintain office equipment and supplies (copy machine, general office supplies).
  • Decorate the lobby and breakroom for holidays and events as appropriate.
  • Set up, flip, and clean conference rooms throughout the day for all meetings and work with the meeting owners to decide on the appropriate configuration.
  • Manage the conference room calendar and help resolve conflicts as needed.
  • Manage group lunch orders for internal meetings and customer meetings as requested.
  • Coordinate with janitorial, vending, and tenant companies for repairs, maintenance, security/building access, fire safety, HVAC, elevator, irrigation, pest control, storage/shredding, etc.
  • Manage vehicles: maintenance, insurance, gas receipts, registration, and usage.
  • Work with HR on new employee cube/office set-ups, including furniture ordering and maintenance, carpet cleaning, door/cube signs, and any other needed materials.
  • Order business cards for new and existing employees.
  • Responsible for employee badging and access.
  • Assist in the planning and execution of company events and initiatives.
  • Assist with other special projects as needed for all departments.
The Perks:
  • Medical, dental, vision, and life insurance coverage. PeopleFund pays up to 100% for employee-only coverage.
  • Paid Time Off starting at 3 weeks per year and 12 paid holidays.
  • 401(k) retirement plan with match and immediate vesting.
  • Flexible Spending Account (FSA) and Health Savings Account (HSA) available for qualifying medical plans and expenses.
  • Dependent Child Care Spending Account available to employees who qualify.
Requirements:
  • Outgoing and bubbly personality.
  • High level of emotional intelligence.
  • Thorough understanding of keeping specific information confidential.
  • Bilingual in English and Spanish preferred.
  • Professional communication skills, both written and verbal.
  • Computer knowledge with working experience using MS Office; specifically, Word and Excel.
  • Ability to multi-task and handle multiple ongoing projects at once.
  • Acute attention to detail and ability to think on your feet.
  • Knack for building relationships and engaging people.