What are the responsibilities and job description for the Office Coordinator position at Hope Is Alive Ministries Inc?
Office Coordinator Job Description
Job Title: Office Coordinator
Job Type: Full-time
Hours: 8:30-5:00 Mon-Fri
Job Brief:
We are looking for a skilled office coordinator to undertake a variety of day-to-day office and administrative duties. You will be an integral part of ensuring office operations run smoothly and support other organizational activities.
Benefits:
- Medical insurance (with company contribution)
- Dental insurance
- Vision insurance
- Company-paid life insurance
- Company-paid long-term disability
- Voluntary life insurance
- Voluntary short-term disability
- Accident insurance
- Hospital insurance
- Critical illness insurance
- Paid time off
- Flex leave
- Health savings account
- Flexible spending account
- Dependent care flexible spending account (with dollar-for-dollar match)
- 401(k) (Roth/traditional) with up to 6% company match
Must Be:
- Reliable: Responsible, available, and present
- Self-motivated: Always looking for ways to do something better; forward-thinking planner
- Organized: Strong prioritization skills with a passion for multitasking and the details
What Youll Do:
- Greet visitors, offer refreshments, and alert appropriate staff of their arrival
- Manage schedules for conference and community spaces and troubleshoot scheduling conflicts
- Handle communication with housekeeping services
- Monitor and order inventory for office, printers, break room supplies, and snacks/fruit
- Monitor and order inventory for Pepsi-Cola soda machine
- Handle HIA magazine mailing each quarter
- Assist with researching, ordering, storing, and managing inventory of marketing materials
- Coordinate travel arrangements; including registration, hotel, flights, and rental cars
- Oversee vehicle checkout keeping maintenance logs up-to-date
- Manage incoming and outgoing correspondence, including emails, mail, and packages
- Support the Events Team in planning, logistics, and day of coordination and execution of meetings, events, and special projects; traveling approximately 30% of the time
- Light housekeeping of conference rooms, break areas, and common areas
- Open and close the office and prepare break areas for the following day
- Install seasonal decorations in public areas, such as in the lobby, the Great Room, the Executive wing, and in break rooms
- Submit maintenance requests, as needed, for general office space
- Establish and implement office procedures and practices
- Run errands
- Other duties as needed
Points For:
- 1-2 years of administrative, facilities, or office experience
- Ability to work independently
- Ability to bustle about, bend, squat, and lift up to 30 pounds
- Outstanding written and verbal communication skills
- Having a positive and professional attitude
- Previous experience in meeting and event planning
- Composure under pressure when faced with overlapping schedules, multiple deadlines, and competing events
- Able to work some nights, weekends, and overnights based on event schedule
- Ability to travel (in and out of state) based on event schedule
Bonus Points If:
- Your prior work experience includes time spent in a small, fast-scaling organization
- Youve worked with Google Suite
- Youre passionate about HIA and our mission
