Office Coordinator

The Office Coordinator ensures smooth office operations, builds office culture, delivers excellent customer service, provides some administrative support to the People & Culture team and provides technology support. This role oversees reception, office administration and people & culture administration, and supports culture building, facilities, and IT. Key responsibilities include managing office systems, coordinating events, troubleshooting tech issues, and maintaining organizational efficiency.

Key Responsibilities

Reception

• Manage phones, mail, and visitor communication.
• Greet and handle communications from guests, direct them to staff, and handle inquiries.
• Process all incoming mail and a portion of outgoing mail and courier deliveries.
• Manage organizations VOIP phone system including voicemail

Office Administration

• Oversee daily office operations (9:00 AM to 5:00 PM). This position is expected to be in person in the San Francisco office three days per week, with additional days as needed.
• Support updates to office systems, Standard Operating Procedures, and operations manual.
• Serve as an ambassador of office culture, supporting organization and logistics for staff events, retreats, and celebrations.
• Organize holiday celebrations and decorations in coordination with People & Operations team.
• Ensure all common areas (reception, conference rooms, kitchens, copy room, and production room) are tidy, stocked, and functioning.
• Maintain calendar for important staff meetings (all staff gatherings, board meetings, etc.)
• Manage office supplies, equipment repairs, and vendor relationships.
• Approve office expenses up to $5,000
• Schedule and prepare conference rooms for meetings when available and necessary.
• Administer access keycards for San Franscisco staff.
• Support online file management and organization on SharePoint for the operations team/
• Process and manage contracts and invoices.
• Process COO credit card expense reports monthly

Facilities Management

• Working closely with the Operations Manager, coordinate the scheduling and oversight of office repairs, maintenance, and cleaning.
• Support Operations Manager in ensuring staff have technology and office equipment to meet their needs,
• Manage recycling programs and office space logistics, including document shredding and/or digitization.
• Oversee vendor access and compliance with Building requirements

People & Culture Support

• Train new hires on office protocols and systems.
• Support onboarding and offboarding tasks (email setup, business cards, laptop shipping, etc.).
• Support maintenance of organizational charts and staff emergency contact lists in coordination with People & Culture team.
• Coordinate ergonomic assessments and safety protocols.
• Assist in organizing logistics for certain staff events, retreats, celebrations.
• Participate in Admin Team and support implementation of best practices across departments
• Act as temp agency liaison for operations temps (e.g. year end mail temp support).

Technology Support

• Troubleshoot basic IT, phone issues and coordinate with consultants.
• Monitor office technology and equipment.

Qualifications

• Minimum of two years relevant experience in office management, operations or administration.
• Excellent judgment and proven ability to independently and proactively develop solutions, take immediate action, manage multiple projects with competing priorities, and complete them to the highest standards in a timely manner.
• Experience with standard office technology email, calendaring, messaging, VOIP, etc.
• Highly organized with strong attention to detail and experience implementing new organization systems for files, data, equipment, or supplies
• Technology-savvy with extensive experience using office equipment, computers and information systems; must be able to quickly learn and use new software programs and apps.
• Strong customer service orientation, organization and the high degree of discretion, accuracy, sensitivity, diplomacy, and maintain a high degree of confidentiality
• A strong commitment to the Leagues Diversity, Equity, and Inclusion values and commitments, as well as the Leagues cultural attributes empowerment, accountability continuous improvement and inclusion.
• Experience working in an environment with frequent disruptions
• Demonstrated cultural competency and ability to communicate and interact effectively with people across cultures, ethnic groups, and identities

Desired Qualifications:

Highly skilled in the use of Microsoft Office 365 (Outlook, SharePoint and Teams); video conferencing.

Experience with Asana (or similar project management software) a plus

Experience with organizing events

Experience with calendar management and demonstrated experience proactively planning for meetings, events and projects.

Physical Requirements:

Regularly sits at a desk or computer workstation.

Moves around the office frequently and lifts objects up to 30 pounds.

Occasionally walks on uneven ground during off-site activities.

Work Schedule:
This role is hybrid with a minimum of 3 days onsite in our San Francisco headquarters per week. Our weekly in office day is Tuesday (when everyone living in the SF Bay Area is required to come in). Additional days are based on business needs.

Compensation & Benefits:

As a full-time non-exempt/hourly employee, you will be eligible for full benefits, which include medical, dental, and vision insurance, three weeks of vacation annually plus holidays, and a 401k retirement plan, currently with an up to 8% company match. We offer competitive salaries commensurate with experience and internal/external equity considerations; the hourly pay range for this position is between $38.50-44.00 per hour.

Diversity, Equity & Inclusion:
Save the Redwoods League is fully committed to its Diversity, Equity, and Inclusion Goals. The League welcomes candidates with diverse backgrounds and/or multicultural skill sets. However, we are open to the possibility that a great candidate for this job may not precisely meet all the above criteria. If you believe you are the right person for this job and can persuasively make that case, we encourage you to apply.

About us:

For over 100 years, Save the Redwoods League has been dedicated to protecting the ancient redwood forests so all generations can experience the inspiration and majesty of redwoods. Since its founding in 1918, Save the Redwoods League has protected more than 200,000 acres of forests and helped create 66 redwood parks and preserves for everybody to enjoy. To learn more about us, go towww.SaveTheRedwoods.org.