Office Coordinator

Job Description

Job Description

SUMMARY OF POSITION : The Office Coordinator position is responsible for oversight of the Western staff telecommute site. The role is responsible for managing the daily operations including opening and closing the office, ensuring the office has sufficient office and kitchen supplies, answering the phones, and assisting staff as needed. The position may require local travel during work schedule and overtime as needed.

Responsibilities Overview :

• Responsible for opening the 2221 Western Office at 7 : 45am, which includes turning off the security alarm, and preparing for staff arrivals.
• Responsible for closing the facility at 5pm which includes turning off lights and closing blinds and activating the alarm system for the facility. It’s possible a Program Manager will close the office if their staff work late.
• Responsible for greeting staff members and being mindful of who is in the building.
• Responsible for participating in the receptionist pool to answer and route calls between the main offices and the satellite offices.
• Responsible for submitting kitchen supply orders to Purchasing Coordinator. Duties to include, receiving and stocking of supplies when received from external vendors. Inter-office supplies coordination will be required as warranted.
• Responsible for receiving all shipments to the office and ensuring they are delivered to the appropriate staff or location. Duties include maintaining copies of office supply packing slips and submitting them to the Purchasing Coordinator.
• Responsible for receiving, sorting, and delivering inter-office mail and US postal incoming mail. Also, ensure outgoing mail has postage and ensure the meter has an ample balance.
• Responsible for reporting maintenance issues ( work order tracking system) to the appropriate parties responsible to coordinating the repairs)
• The position at the sole discretion of South Central Los Angles Regional Center, may assign other responsibilities and duties without notice.

QUALIFICATIONS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE : High school diploma or general education degree (GED), plus four years of related experience and / or training including public contact; or equivalent combination of education and experience. Must be able to type 35-45 wpm; read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. MUST BE BILINGUAL (ENGLISH / SPANISH).

LANGUAGE SKILLS : Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizations.

MATHEMATICAL SKILLS : Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s . Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY : Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk to hear. The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds or more when warranted through the use of approved safety measures. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.