Full-time Office Coordinator (Remote)

Job Description

This position assists in office operations while providing general administrative support, under the supervision of the VP of Talent & Operations, Procurement & Operations Manager, and the Talent & Operations Assistant. This position is responsible for greeting visitors, answering and directing incoming calls, distributing mail/packages, communicating with tenants and vendors, ordering supplies, and performing other office support functions.

Essential Functions

Operations Responsibilities

• Greet visitors and vendors to the Foundation offices and direct them to the appropriate CCF staff member or tenant representative.
• Answer the phone, respond to inquiries, and answer questions.
• Open and distribute all incoming mail and packages.
• Maintain and update Excel Deposit spreadsheet.
• Handle general email correspondence and voicemail messages.
• Maintain an inventory of all supplies and mark inventory spreadsheet.
• Coordinate the use of Foundation conference rooms and calendars.
• Schedule and coordinate interviews for job candidates and follow-up as needed.
• Secure quotes for various facilities issues, schedule appointments with vendors as needed, and communicate with vendors on-site.
• Assist in preparing mailings, including mailing weekly AP and grant checks.
• Assist in the coordination of staff & board meetings and events, including setting up meeting rooms.
• Provide general administrative support, including filing, copying, scanning, etc.
• Maintain and coordinate efforts in keeping facilities clean and organized, including copy room, server room, kitchens, conference rooms and common areas.
• Implement other projects and tasks as assigned by the VP of Talent & Operations, Procurement & Operations Manager, and Talent & Operations Assistant.

General Responsibilities

• Assist donors, board members, grantees, professional advisors, and the general public in a courteous, helpful, and respectful manner.
• Knowledge, skills, experience, and education needed
• Associate’s Degree or higher, or the equivalent combination of education, training, and experience.
• Must be proficient in Microsoft Office Suite.
• Excellent verbal, interpersonal, writing, organizational, and communication skills a must with the ability to multi-task.
• Must be able to work in a fast-paced professional environment with proven success in handling overlapping deadlines.

Skills