Office Administrative Coordinator

The WCIRB performs a number of functions to accurately measure the cost of providing workers' compensation benefits and ensure a healthy workers’ compensation system. To learn more about our company, please visit About Us | WCIRB California. The WCIRB employs approximately 175 people with the average tenure of over 10 years. We are committed to fostering a healthy, safe and diverse work environment leading to a dedicated, collaborative and innovative workforce This is a full-time, in office position based at the home office in San Francisco, California.

Summary 

 
The Office Administrative Coordinator is responsible for the efficient operation and coordination of the department administrative functions, including incoming and outgoing mail, event coordination, department intranet page and procedures maintenance, special projects supporting business teams, and assisting with vendor contract review and budget preparation.  

The Office Administrative Coordinator works closely with the Office Facilities Coordinator and under general direction of the Managing Director, Finance. 

Essential Duties and Responsibilities 

• Oversees daily print production, mail processing and prepares packages for shipment as necessary.
• Prioritizes and coordinates large print jobs, ensuring timely assembly and shipment.
• Scans and distributes incoming mail; prepares and posts all outgoing mail, operates electronic mailing equipment; and interacts with courier companies.
• Coordinates department document governance, including ensuring annual compliance reviews of department procedures and business continuity plans and coordinating document retention in accordance with department records retention guidelines.
• Updates and maintains department procedures manual, operations documents and department intranet page. 
• Provides back-up assistance with office hospitality, cleanliness of breakroom, conference rooms and general common areas.
• Coordinates company events including site selections, vendor communications, contract review and internal communications.  
• Coordinates with building and internal staff on use of on-site Club PMC facilities, as needed.
• Serves as back-up floor warden and assists in coordination of emergency drills and training.
• Serves as contact for assigned office services vendors, including obtaining quotes for contract renewals and/or additional services and assisting Managing Director, Finance in reviewing contracts.
• Supports onboarding of new employees and assists with maintaining onboarding materials.
• Greets visitors, directs them appropriately, and ensures a welcoming office environment.
• Assists in budget preparation and facility planning, including recommendations for future enhancements.
• Runs errands and make deliveries as needed.
• Handles special projects, including digital document management and data statistics tracking.
• Performs other office duties as assigned.

Education & Experience 

• High School Diploma or equivalent; a degree in Business Administration or a related field is a plus
• 4 years of experience in office administration or coordination roles.
• Strong sense of curiosity and organizational, multitasking, attention to detail and time management skills.
• Strong verbal and written communication and interpersonal abilities.
• Proficiency in MS Office (Word, Excel, Outlook) and SharePoint 
• Familiarity with video conferencing tools and general office equipment operations.
• Ability to work independently, solve problems, and respond promptly to emergency situations.
• Experience in vendor management and basic bookkeeping is a plus.

Perks & Benefits
Our employees enjoy a state of the art, energy-efficient, open work environment that nurtures collaboration and creativity. At the WCIRB, we go the extra mile to keep our employees happy and healthy. 

Proud to be recognized as a Plan Sponsor of the Year finalist for our commitment to retirement readiness through strong 401k and pension offerings.

Some of our perks include: 

• Medical, dental and vision benefits
• Competitive PTO Program
• Wellness benefits 
• 401K and pension plan
• Social activities
• Community volunteer involvement
  

WCIRB is an equal opportunity employer committed to an inclusive workplace that fosters belonging. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, age, genetic information, or any other basis prohibited by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law.

The successful candidate will reside in California and will work from our headquarters in San Francisco. We are NOT able to pay for relocation costs for candidates or to sponsor or take over sponsorship of an employment Visa at this time. Thank you for your interest in the WCIRB!