Administrative Coordinator II

Function: The Administrative Coordinator II serves as a lead point of contact for clients, volunteers, visitors, and staff and provides coordination and administrative support across the admin team. This position manages meeting, event, and Board logistics, coordinates front office operations, and serves as a resource to Coordinator I staff, helping maintain an organized, efficient, and welcoming office environment.

Key Responsibilities

Front Office & Reception

• Greets and assists all visitors who enter the building and directs them to appropriate resources, staff members, or departments.
• Answers incoming phone calls and routes callers to the appropriate recipients.
• Ensures regular messaging updates are recorded on the Interactive Voice Response (IVR).
• Receives cash and food donations and provides receipts as needed.
• Maintains building security by following visitor procedures, monitoring the visitor log, and issuing visitor badges.
• Manages, cleans, and organizes the front desk and reception area.
• Collects incoming mail, secures it until processing, and distributes mail to staff mailboxes.
• Serves as the lead for day-to-day front desk coverage, provides backup, and acts as the first point of escalation for desk issues.
  
  

Office Administration

• Provides administrative support to departments and organizational teams.
• Maintains the organization's core office supply inventory, including monitoring stock levels, conducting periodic inventory counts, organizing storage areas, establishing reorder points, and ensuring supplies are readily available for staff.
• Maintains the office breakroom by managing coffee and kitchen supplies, inventory, stocking, vendor relationships, equipment maintenance, and overall upkeep.
• Ensures conference rooms, copy rooms, lounges, and other shared spaces are stocked, organized, and maintained for operational readiness.
• Manages the organization's lost and found.
  
  

Meeting & Event Coordination

• Manages end-to-end coordination of internal and external meetings and events, including logistics, scheduling, and on-site support.
• Leads meeting and event setup, including room preparation, supplies, coffee, and refreshments.
• Coordinates catering and food deliveries, including vendor communication, ordering, scheduling, and delivery oversight.
• Coordinates reservations and logistics for external meeting venues.
• Troubleshoots and resolves routine event and meeting logistics issues independently, escalating only complex or high-impact issues.
  
  

Board Support

• Serves as primary lead on Board meeting binders, materials, and refreshments.
• Coordinates Board meeting logistics in partnership with the admin team.
  
  

Lead Responsibilities

• Implements and maintains organizational labeling, nameplates, and signage systems in alignment with established standards, and coordinates updates and design needs with Marketing as required.
• Orients, guides, and checks the work of Coordinator I staff and models office procedures. Serves as a resource and backup for front desk coverage decisions.
  
  

Other Duties

• Participates in team and organization-wide meetings by providing updates on assigned responsibilities and identifying opportunities for continuous improvement.
• Perform other duties as assigned.
  
  

Qualifications

Minimum Qualifications

• A high school diploma or equivalent.
• Two (2) years of experience in a fast-paced, complex work environment demonstrating organizational and follow-through skills.
• Bilingual in English and Spanish.
• Proficiency with Microsoft Office Suite, Office 365, and aptitude to learn other software platforms.
• Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.
  
  

Preferred Qualifications

• Prior experience coordinating events or meetings, or providing Board of executive support.
• Experience guiding or mentoring administrative staff.