Coordinator, Operations

Spence-Chapin Services To Families And Children

Job Location:

New York City, NY - USA

Yearly Salary: USD 45000 - 53000

Posted on: 19 hours ago

Vacancies: 1 Vacancy

Job Summary

The Coordinator Operations is the first point of contact for the organization. This individual will deliver exceptional customer service and provide an overall welcoming environment with all visitors clients and vendors and manage incoming phone calls for the organization. The Coordinator will also perform additional administrative office duties as needed. This is a full-time in-person position with an annual salary range of $45000 - $53000 commensurate with experience.

KEY PERFORMANCE INDICATORS & SKILLS:

Maintain a professional reception area: clean neat and organized
Answer screen and direct incoming calls in a courteous and timely manner; take and relay accurate messages as needed
Monitor office surveillance system and coordinate daily visitors list with building security
Manage meeting room schedules using shared calendar tools (Outlook) book reservations advise relevant staff of conflicts and assist in identifying alternative accommodations
Coordinate meeting set-ups and monthly staff birthday celebrations - ensure that all equipment supplies and food orders/deliveries are confirmed and set up prior to meetings
Support with setup and breakdown for on-site events including some evenings and weekends (approx. twice per month)
Assist with travel arrangements including booking restaurants hotels and flights for leadership teams as requested
Sort and distribute all incoming mail and packages
- Prepare and monitor pickup of outgoing mail and packages; coordinate messenger and courier services; create shipping labels and track shipments as needed; troubleshoot issues with USPS and other carriers
- Assist with preparation and distribution of bulk mailings as requested
Monitor inventory levels maintain adequate stock of office and pantry supplies; place orders as needed and regularly replenish office and pantry supplies
Prepare/ send organization-wide notifications and other correspondence including but not limited to faxes emails scanned documents etc.
Address & troubleshoot staff queries regarding office issues
Prepare expense reports for CEO and other administrative leadership staff
Support with onboarding and offboarding staff
- Office setup keys and other access tools
- Maintain office directory and assign extensions
Manage office equipment and facilities coordinating with vendors for timely and proper maintenance cleaning and repairs
Monitor and maintain an orderly and sanitized kitchen pantry and common areas
Log monitor and submit all maintenance requests to management
Provide general administrative and operation support including data entry filing and special projects

Education & Experience

At least 3 years relevant experience required
High School Diploma (or equivalent) required; Associates or Bachelors degree preferred
Bilingual Spanish-speaking strongly preferred

Technical Skills

Knowledge of managing telephone equipment preferred including familiarity with phone functionality (e.g. transfers announcements voicemail setup)
Proficiency in Microsoft Outlook Word Excel and Teams
Basic knowledge of Adobe Acrobat a plus
Familiarity or beginner-level experience with CRM applications

Key Competencies

Professional phone etiquette
Exceptional verbal and written communication skills
Exceptional customer service skills and professional demeanor
Strong organizational skills and detail oriented
Ability to multi-task effectively and efficiently
Good analytical/critical thinking; proactive in identifying and resolving issues
Ability to lift 40 lbs.

Required Experience:

Junior IC

KEY PERFORMANCE INDICATORS & SKILLS:

Maintain a professional reception area: clean neat and organized
Answer screen and direct incoming calls in a courteous and timely manner; take and relay accurate messages as needed
Monitor office surveillance system and coordinate daily visitors list with building security
Manage meeting room schedules using shared calendar tools (Outlook) book reservations advise relevant staff of conflicts and assist in identifying alternative accommodations
Coordinate meeting set-ups and monthly staff birthday celebrations - ensure that all equipment supplies and food orders/deliveries are confirmed and set up prior to meetings
Support with setup and breakdown for on-site events including some evenings and weekends (approx. twice per month)
Assist with travel arrangements including booking restaurants hotels and flights for leadership teams as requested
Sort and distribute all incoming mail and packages
- Prepare and monitor pickup of outgoing mail and packages; coordinate messenger and courier services; create shipping labels and track shipments as needed; troubleshoot issues with USPS and other carriers
- Assist with preparation and distribution of bulk mailings as requested
Monitor inventory levels maintain adequate stock of office and pantry supplies; place orders as needed and regularly replenish office and pantry supplies
Prepare/ send organization-wide notifications and other correspondence including but not limited to faxes emails scanned documents etc.
Address & troubleshoot staff queries regarding office issues
Prepare expense reports for CEO and other administrative leadership staff
Support with onboarding and offboarding staff
- Office setup keys and other access tools
- Maintain office directory and assign extensions
Manage office equipment and facilities coordinating with vendors for timely and proper maintenance cleaning and repairs
Monitor and maintain an orderly and sanitized kitchen pantry and common areas
Log monitor and submit all maintenance requests to management
Provide general administrative and operation support including data entry filing and special projects

Education & Experience

At least 3 years relevant experience required
High School Diploma (or equivalent) required; Associates or Bachelors degree preferred
Bilingual Spanish-speaking strongly preferred

Technical Skills

Knowledge of managing telephone equipment preferred including familiarity with phone functionality (e.g. transfers announcements voicemail setup)
Proficiency in Microsoft Outlook Word Excel and Teams
Basic knowledge of Adobe Acrobat a plus
Familiarity or beginner-level experience with CRM applications

Key Competencies

Professional phone etiquette
Exceptional verbal and written communication skills
Exceptional customer service skills and professional demeanor
Strong organizational skills and detail oriented
Ability to multi-task effectively and efficiently
Good analytical/critical thinking; proactive in identifying and resolving issues
Ability to lift 40 lbs.