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Office Coordinator
Office CoordinatorJewish Family & Children's Service, Greater Boston • Waltham, MA, US
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Office Coordinator

Office Coordinator

Jewish Family & Children's Service, Greater Boston • Waltham, MA, US
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Job Description

Job Description

Overview of Position

Jewish Family & Children’s Service seeks an Office Coordinator to oversee and maintain office operations, administrative support, and physical upkeep of a large social services agency, as we pursue our mission of helping individuals and families address a wide range of life challenges.

You will be a hands-on contributor, supervising a small team, and managing vendor relationships for outsourced support. This position will require flexibility and resourcefulness, a willingness to take ownership of projects and issues as they arise, and excellent organizational and time management skills. You should be comfortable with technology, able to learn and use a range of software systems to support productivity and efficiency. Excellent customer service and communication skills (written and oral) and administrative skills are required as you will interact with a variety of internal and external constituents across the agency.

Highlights

  • Full time in-person position out of our Waltham Office.
  • Paid time off includes ample sick time and 22 days of vacation, in addition to national and some Jewish holidays.
  • Immediate eligibility for medical insurance, dental, vision, retirement plan; no waiting period

Primary Duties and Responsibilities

Office Management :

  • Be the primary support for the day-to-day administrative operations of our headquarter office in Waltham, and provide periodic support to other satellite locations both office and residential as needed.

    • Process mail daily

  • Manage supply ordering
  • Complete daily fiscal deposit
  • Coordinate agency record retention program
  • Manage office food ordering
  • Provide front desk reception coverage, routinely up to 20 hrs / week and as needed :

    • Greeting staff, clients and visitors, and directing lobby traffic

  • Screening and directing main phone line
  • Monitor and maintain building security
  • Coordinate event space with program staff
  • Perform additional tasks as needed which may include data collection / entry, project coordination, reporting, purchasing, etc.

    • Facilities :

  • Manage and monitor building systems :

    • Oversee relationships with office / facilities vendors

    Repairs and seasonal needs

  • Monitoring HVAC system
  • Ensure all building permits / inspections / reviews are completed and reports filed
  • Oversee janitorial staff
  • Support and manage staff / other agencies maintenance requests
  • Provide light handy work such as hanging pictures, moving packages, arranging office furniture
  • Be available to address off-hours facilities emergencies
  • Provide evening / after-hours coverage as needed for program building use
  • Provide emergency evening and weekend coverage as needed

    • Supervisory

  • Supervise small team of office assistants performing front desk reception and facilities tasks.
  • Manage after-hours coverage calendar

    • Knowledge, Experience, and Skills

    Education / Experience Requirements :

  • High Scholl diploma or equivalent with 3-5 years of work experience that includes customer support and supervisory experience
  • Strong computer skills and working knowledge of Microsoft Office required along with the ability to quickly learn new technology
  • Must have proficiency in, or the ability to learn to operate a multi-line phone / switchboard and accompanying telephone software
  • Must have strong organizational and interpersonal skills, ability to juggle between emergent and routine office tasks

    • Skills and Competencies :

  • Able to work independently and flexibly and to react quickly to solve problems
  • Ability to be onsite daily and provide emergency coverage as needed
  • Hold a valid driver’s license and be able to commute to offsite locations as needed
  • Able to lift up to 50 pounds

    • ABOUT JF&CS

    For more than 150 years, Jewish Family & Children's Service has been helping individuals and families build a strong foundation for resilience and well-being. We intentionally serve and employ people of ALL faiths, backgrounds, cultures, and abilities.

    We have a strong culture of professional development, work-life balance, and promoting from within.

    JF&CS is an equal opportunity employer who serves and employs people of all cultures and faith traditions. Employment opportunities are available to all without regard for race, color, national or ethnic origin, religion, age, sex, gender, gender identity and expression, sexual orientation, marital status, veteran status, or disability.

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