Office Coordinator, Business Services

Position Title : Office Coordinator

Organization : Jewish Family Service of San Diego

Department:

Business Services

Position Type : Full-Time (37.5+ hours/week), Non-Exempt

Work Setting:

Onsite

Reports To:

Director of Business Services

Pay Range:

$21-$24/hour

Total Compensation :

In addition to standard pay, compensation for this position includes:

Comprehensive, low-cost healthcare coverage for employees
Generous employer 401(k) contributions
Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

Paid vacation time and sick leave
15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
2 Wellness Days to be taken any time during the year to support employees' mental wellness

Position Overview:

As the Business Services Office Coordinator at the Joan & Irwin Jacobs Campus, you'll play an essential role in shaping the feel of our daily operations. Working directly with the Operations team, you will assist with daily activities within the division. Our ideal candidate is a positive, self-starter, who will bring professionalism and poise to JFS. This individual will be responsible for overseeing two reception lobbies, carrying out various administrative tasks, and providing general support to all staff and guests. The Office Coordinator must possess excellent organizational skills, attention to detail, and the ability to multitask effectively.

Responsibilities

:

Administrative & Divisional Support

The Office Coordinator provides administrative support to the Director of Business Services and Director of Facilities, as well as general administrative support for the Operations Division.

Serve as a primary point of contact for internal and external inquiries, providing timely and professional responses
Coordinate office events, celebrations, and meetings, including room bookings, catering, and audiovisual setup when applicable
Collaborate with appropriated divisions on onboarding and offboarding processes, assisting with paperwork and representing the Operations Division in orientations to provide an overview of company policies and pertinent onboarding information as it relates to the division
Manage incoming and outgoing correspondence, including emails, phone calls, and mail
Maintain office filing systems and databases, ensuring accuracy and accessibility of information
Prepare documents, reports, and presentations as needed
Assist with administrative tasks such as data entry, filing, and document preparation
Successfully track and accurately submit invoices for timely processing and complete a monthly cred card reconciliation
Monitor office supplies inventory and place orders to ensure adequate stock levels
Enforce agency and security protocols, including access control systems and visitor registration
Provide backup support for the employee shuttle as needed
Work closely with the Facilities team to ensure efficiencies and provide support, as needed for visitors/clients, vendors on property, program support, onsite projects
Other similar duties and responsibilities as requested

Reception Management

The Office Coordinator is responsible for managing all aspects of the reception areas, including overseeing receptionists, ensuring efficient operations, and providing excellent customer service to clients, visitors, and staff.

Monitor the cleanliness and overall maintenance of the lobby areas to ensure a welcoming environment for visitors
Provide training and guidance to reception team members
Ensure compliance with organizational policies and procedures regarding visitor management and access control
Coordinate backup and manage staffing levels to ensure adequate coverage
Address and resolve issues or conflicts that arise in the reception area; escalating complex issues to the Director of Business Services as necessary
Work closely with the Director of Safety & Security to ensure all proper security protocols are always followed
Maintain open communication and provide support to reception at satellite offices; implementing standardized reception procedures and protocols to ensure consistency and efficiency across all sites

Skills/Experience/Abilities That Are a Must-Have:

Must have a valid CA driver's licenseand valid insurance
Ideally, three years of experience in a related role
Knowledge of project management methodologies and organizational awareness
Strong Knowledge of Office 365, specifically Teams, Excel, Word, and Time management tools
Strong Knowledge of virtual communication platforms
Excellent verbal and written communication and interpersonal skills
Strong organizational, analytical, and problem-solving skills

Important Notice:

Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).

About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community.For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving.At Jewish Family Service, we believe our employees are the backbone of our Agency.We strive to ensure that each employee is treated with dignity and respect.Our goal is your success.Come work at JFS and be our partner in Moving Forward Together.To learn more about JFS, please visit jfssd.org.

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
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