Office Coordinator

Office Coordinator

Reports To: Director of Human Resources Team: Mission Support Benefits: Full-time, health, dental, vision insurance, Vacation/Sick Leave, Simple IRA, Non-Exempt status

Position Summary:

The Office Coordinator is responsible for ensuring smooth and efficient office and facility operations that support the overall mission of the agency. This role helps create a welcoming, safe, clean, and well-maintained environment for staff, clients, volunteers, and visitors while coordinating administrative systems, facility needs, and day-to-day office operations.

Key Responsibilities:

Administrative Coordination

• Organize office operations, manage supply orders, and coordinate mail and correspondence.
• Greet visitors and support staff with general administrative needs.
• Maintain office efficiency by organizing systems, equipment procurement, and layouts.
• Manage office documentation and ensure proper record retention and disposal.
• Maintain inventory tracking systems for office, facility, and other assigned supplies and materials.

Client and Staff Support

• Monitor facility entrances and greet and escort guests and clients to FCC personnel.
• Answer the agency business line during business hours and refer any immediate client needs to the supervisor.
• Communicate messages to personnel. Coordinate communication between departments as needed.
• Ensure all interactions remain respectful, professional, and focused on client well-being. Maintain strict confidentiality while interacting with clients and administering client data.
• Enter client and volunteer data into the Empower database.

Facility, Maintenance, and Vendor Management

• Serve as the lead for maintenance projects and facility needs within the building, identifying issues, coordinating repairs, communicating with vendors, and following projects through to completion.
• Dedicate approximately two hours each workday to routine cleaning, upkeep, and maintenance of the building to ensure a clean, safe, and welcoming environment.
• Coordinate facility maintenance and repairs and proactively address building needs as they arise.
• Manage office supplies, janitorial needs, utilities, and vehicle maintenance.
• Coordinate with office vendors and service providers, including contracts, pricing, and office leases as assigned.
• Maintain a safe, secure, clean, and pleasant work environment.

Volunteer and Renewed Hope Support

• Serve as the on-site host for volunteer groups completing projects in the building, ensuring volunteers are welcomed, understand the project and facility expectations, have the resources they need, and have a positive experience.
• Complete volunteer data entry for Renewed Hope Thrift Store.
• Assist with the organization, sorting, and processing of Renewed Hope items received at the office.

Agency and Administrative Support

• Support Human Resources with onboarding tasks, training coordination, and other assignments.
• Organize phone and door training for new employees.
• Identify trends or gaps in office processes and provide recommendations for improvement.
• Review and maintain employee timesheets, reimbursements, expenses, and mileage as assigned.
• Assist Marketing and Development with fundraising efforts and agency events as needed.

Training & Professional Development

• Attend staff meetings and required training sessions.
• Successfully complete mandatory 20-hour victim counselor training upon hire and other required certifications.
• Engage in ongoing training and development relevant to the position.

Staff Wellness & Support

• Communicate effectively with staff and supervisors to foster a supportive work environment, ensure clarity in expectations, and promote collaboration.
• Adhere to all Family Crisis Centers policies, procedures, and confidentiality requirements.
• Adapt to evolving organizational needs by taking on additional responsibilities as necessary.
• Support agency-wide initiatives and assist with special projects as needed.

Qualifications:

• Education and Experience: High school diploma or equivalent required. Associate's degree in business or a related field preferred, or an equivalent combination of education and professional experience.
• Experience in a non-profit, human services, or community agency setting preferred
• Knowledge of administrative management practices preferred
• Skills and Competencies: Strong communication and interpersonal skills. Excellent organizational, time management, and multitasking abilities. Detail-oriented and proactive in problem-solving
• Proficient in M