Title:Office Coordinator 

Department:Administration – Office Management

FLSA Status:Non-Exempt

Reports To:Facilities Manager

Job Summary:Assists in the day-to-day operation of the office including front office management, facility and equipment maintenance, supplies procurement and administrative support.

Essential Functions:

⦁  Performs administrative tasks such as compiling and maintaining office files, correspondences, memos, forms, notices, records, and indices using computer applications including, but not limited to electronic mail, word processing, spreadsheets, and databases; organizing and preparing meeting materials and supplies.

⦁  Ensures that office equipment including telephone sets, copiers, facsimiles, postage machine, office equipment, and etc. are well-maintained and/or timely repaired.

⦁  Orders, replenishes, and maintains adequate inventory of office, janitorial, and emergency supplies. Prepares vendor payment requests and follows up on supplies orders.

⦁  Acts as a liaison with vendors; resolves any billing and supplies ordering issues.

⦁  Performs front desk duties including, but not limited to handling phone calls, greeting clients, and processing incoming/outgoing mail and packages.

⦁  Prepares periodic and special reports that involve compiling data from a number of sources.

⦁  Assists Office Director in conducting special projects to maximize office productivity through efficient use of the appropriate technology and equipment and improve work environment.

⦁  Maintains office premises to ensure compliance with the health and safety guidelines; arranges for minor repairs as necessary.

⦁  Plans and conducts emergency & disaster drills for the office.

⦁  Performs other duties as assigned.

Qualifications:

⦁  Bachelor’s degree in Business Administration; or an associate degree in office or administrative support and a minimum of two years of related experience.

⦁  Knowledge of standard office practices and procedures. Ability to operate and troubleshoot office equipments including but not limited to photocopier, fax machine, multi-extension telephone system, postage machine, scanners, printers, and calculators.

⦁  Good problem-solving skills and able to work in a fast-paced environment; strong interpersonal and telephone communication skills.

⦁  Great attention to details, good organizational skills and ability to manage and prioritize multiple tasks.

⦁  Self-initiative and able to exercise good judgment in answering questions.

⦁  Proficient in MS Office and the internet.

⦁  Bilingual and bi-literate in English and Cantonese. Good English business writing skills.

⦁  Must pass a strength test for physical fitness for the job prior to employment and every 2 years thereafter: ability to lift or carry up to 25 lbs.

⦁  Must be able to travel via public transportation or personal vehicle for performance of job duties. If driving, must have and maintain a valid CA driver license, satisfactory driving record, and auto insurance coverage as specified in Self-Help's policy.

Self-Help for the Elderly is an Equal Employment Opportunity/Affirmation Action Employer and we welcome diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, sexual orientation, disability, protected veteran status or any other characteristics protected by law. We participate in E-Verify.

Qualified applicants with criminal history will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We may provide reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application or hiring process, please call (415) 677-7600 for special assistance.