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Office Coordinator
  • San Francisco, CA
  • Full Time
  • Administration
  • Entry Level

Job Summary:  The Office Coordinator serves as the assistant to the Office Manager to provide a comfortable, safe, and productive work environment for staff working at our administrative offices – this includes, but may not be limited to: 615 Grant and 949 Grant. This position regularly communicates with and visits the offices to check on facilities, equipment, and supplies. The Office Coordinator will also provide reception coverage while the Office Assistant is on lunch or breaks. The ideal candidate is flexible, able to work both independently and within a team, and able to take initiative. The work environment is casual and fun, yet professional and fast-paced. 

Status: Fulltime. Nonexempt, Regular 

Locations: 615 Grant, 949 Grant, San Francisco 

Hours: Monday through Friday, 8:30AM to 5:00PM

Salary: $29.31 - $30.86 per hour, Comprehensive Benefits

The Organization: A private non-profit founded in 1977, Chinatown Community Development Center believes in a comprehensive vision of community. We own and/or manage approximately 30 affordable housing buildings serving over 3,800 low-income seniors, single adults, formerly homeless adults, and families of diverse ethnic and cultural backgrounds in San Francisco’s Chinatown, Tenderloin, Western Addition, and Polk Gulch neighborhoods. We also build housing, develop grassroots leadership, and engage low-income residents and youth. Our employees are passionate about the mission; thrive in a family organizational culture; and embody values of empowerment, teamwork, and compassion. Chinatown CDC serves a diverse population and is committed to hiring practices that provide culturally competent services. We encourage people of color to apply. 

Essential Functions

  • Assist with managing offices including, but not limited to: 615 Grant and 949 Grant 
  • Act as support for the Main Office by providing daily reception coverage while the Office Assistant is on lunch or breaks 
  • Assists with maintaining offices’ facilities, equipment, and supplies to ensure that all offices run smoothly 
  • Assists with staff desk moves and workstations to/from offices 
  • Responsible for the upkeep of the physical office environment, including but not limited to lighting, cleaning, HVAC, appliances, furniture, and repairs. 
  • Assists with employee seat assignments, transfers to/from the office, and the use of hoteling spaces and services by hybrid employees. 
  • Create a warm and welcoming employee experience in the office. Partner with the Human Resources Department with the integration of new hires including office orientations, information, and policy sharing.  
  • Partner with the Human Resources Department with the offboarding of employees including tracking and managing the organization’s equipment return from departing employees. Ensure that the workspaces of departing employees are vacated of personal items in a timely manner. 
  • Collaborate with the Human Resources Department to organize and support workplace events for CCDC employees. 
  • Participate in initiatives to improve office operations and services, and especially support services delivered to the staff at the administrative offices.  

Job Responsibilities

 Office Duties

  • Conduct routine site visits to administrative offices and serve as an office management point person 
  • Provide office management services by purchasing and checking office supplies, and handling and reporting any office management issues 
  • Help manage offices’ operations and equipment 
  • Perform ergonomic assessments for all administrative office sites and provide assistance accordingly 
  • Maintain neatness of supply cabinets, copier stations, and common use areas at the Main Office, and provide support as needed when the Office Manager and/or Office Assistant are not available 
  • Copy, fax, file, type, collate materials, and distribute documents 
  • Create and update forms, spreadsheets, and databases 
  • Assist the Office Manager and department with all organization-wide staff events 
  • Assist with purchasing snacks for the 4th Floor staff 
  • Complete projects as assigned by the Office Manager 

Reception Duties

  • Provide reception services daily when the Office Assistant is on lunch, rest breaks, away from the desk (e.g. stock supplies, meetings), or absent 
  • Screen telephone calls and greet visitors 
  • Distribute incoming and post outgoing mail 
  • Maintain upkeep of reception area 
  • Represent the organization to walk-in clients, visitors, and for deliveries (e.g. USPS, FedEx, UPS, office supply vendors) 

What You Bring

  • Pleasant and professional (phone) manner 
  • Takes initiative to problem solve 
  • Good written and verbal communication skills 
  • Ability to function under stressful circumstances 
  • Good organization skills with careful attention to detail, and ability to exercise confidentiality 
  • Capacity to undertake a variety of responsibilities, work independently, and meet deadlines 
  • Excellent interpersonal skills with a customer service focus 

Education and Experiences (Minimum Qualifications)

  • High School diploma, GED, or equivalent combination of education and experience
  • Three (3) years of experience working in administration, preferably office management and some reception experience
  • Customer service or front desk reception experience including screening calls and greeting visitors
  • Basic proficiency with Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams)
  • Experience using office equipment (copier, printer, multi-line telephone)
  • Experience handling office facilities issues (plumbing, electrical, lighting)
Preferred Qualifications:
  • Cantonese or Mandarin fluency
  • Bachelor’s Degree in Business Administration or similar
  • Experience working at a nonprofit
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