What are the responsibilities and job description for the Office Coordinator position at Ludlow Boys & Girls Club Inc?
Job Description
Job Description
Description :
Hours : Full-time, Non-Exempt
Pay : $18 to $20
Benefits : PTO, paid holidays, medical insurance, dental, vision, life insurance, STD, LTD, Retirement plan, employee discount on programs and free fitness membership.
The Office Coordinator is responsible for a range of administrative duties that enable the organization to function smoothly and successfully. The primary functions of the Office Coordinator are to provide support in advancing 3 key priorities of the Ludlow Community Center / Randall Boys & Girls Club; 1) Enhance communication and 2) increase engagement and 3) support with the community-at-large by assisting Club administration. This position requires a multi-talented communicator who has superior organizational skills to support the general operations of the administration team.
Specific Duties and Responsibilities :
General Office Support
Maintain inventory of office supplies and orders, obtaining price comparisons for new orders as needed.
Oversee day-to-day office operations and ensure a clean, organized, and efficient workspace.
Ensure office complies with health and safety regulation.
Scan and copy documents, assist staff with printing needs.
Handle incoming calls and other communications.
Serve as a liaison with external vendors (phone, postage machine, copier, others).
Set up and troubleshoot phones, internet, and equipment with remote IT support.
Coordinate internal staff gatherings, celebrations, and trainings.
Data entry and management projects.
Maintain, organize, and update organizational documents .
Manage and organize logistics for quarterly board meetings, including the preparation of materials for distribution.
Communications
Support CEO and other administrative staff in communicating to outside stakeholders.
Communicate information and reminders relevant to all staff.
Assist in updating content on Club website and social media pages
Create content to share via social media and email to promote events and other important information about the Club
Interact with company customers, employees, and material suppliers in a professional manner.
Responsible for Club’s monthly staff news letter.
Project Support
Work closely with the CEO / President on projects assigned.
Human Resource Support
Support CEO and administrative staff with tasks related to hiring (job posting, collecting and filing paperwork, setting up accounts) and serve as a liaison with the Club on Human Resources related items.
Other
Table and represent LBGC at occasional community events.
Occasionally serve as a greeter at large events.
Assist at the membership desk as needed.
Other tasks and projects as needed.
Desired Experience and Qualifications :
Alignment with Ludlow Boys & Girls Club’s organizational mission and values.
Bachelor’s Degree or equivalent work experience.
Experience working in a small, fast-paced office environment.
Strong computer skills and proficiency with MS Office Suite,
Excellent written and verbal communication skills.
Strong interpersonal skills.
Able to organize and prioritize work independently.
Capable of handling confidential information with discretion.
Flexibility and ability to work collaboratively.
The ideal candidate will be tech savvy and familiar with software and online platforms such as Canva, Facebook, LinkedIn and Constant Contact.
Requirements :
MINIMUM JOB REQUIREMENTS
Proven ability managing multiple priorities; strong organization, detail and process management orientation
Working knowledge of office machines and equipment, e.g. fax machines and photocopiers
Strong proficiency with computers, data base entry and with full Microsoft Office suite, email, and internet
Excellent written and verbal communication skills; above average interpersonal skills
Ability to read, analyze, and interpret data and information and apply appropriate judgment
Honesty, integrity and operating as a team player are critical to this organization
Exercise good judgment and maintain confidentiality of critical and sensitive information, records, and reports.
Understand, interpret, and apply general administrative and departmental policies and procedures.
Report to scheduled shift consistently and on time.
Follow policies, procedures and rules of the organization.
Be a strong advocate for the Club being a positive place to be.
Working Conditions :
Must be able to sit or stand for long periods. Must be able to perform work in a variety of settings.
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