Office Coordinator

POSITION OVERVIEW:

 The Office Coordinator acts as the central point of communication for Southland office by following office workflow procedures to ensure maximum efficiency; operates the main phone console, greet all callers and/or incoming visitors/clients, and performs routine administrative and personnel duties as assigned. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:

• Monday- Friday 8:30 a.m.-4:30 p.m. (hours may vary; dependent on coverage needs) 
• Welcomes client and visitors by greeting them, in person or on the telephone, answering or referring inquiries
• Directs visitors by maintaining employee and department directories; giving instructions
• Keep front office space and reception area neat and clutter free
• Keep office kitchen space area neat and clutter free
• Answering phones and responding to client questions
• Accept deliveries, sort, mark “received” and distribute mail, packages and faxes immediately
• Distribute checks
• Order and maintain inventory of office supplies
• Check voicemail and email on a daily basis and distribute messages immediately
• Maintain photocopy machine and keep it supplied with adequate paper/ink
• Contributes to team effort by accomplishing related results as needed
• Schedule meetings or reserve conference rooms for directors and managers.
• Maintain the calendar schedules for the conference rooms
• Provide support to the Director of Operations and Facilities and HR Department
• Occasionally provide support to the HR Department and Finance Department
• Maintain SWAG and PPE inventory and records
• Ensure evacuation map and fire extinguishers are current
• Set up staff in office or cubicle
• Assist on operations Salesforce tickets 

Other

• Attend trainings and participate in events relevant to key responsibilities
• Track and regularly report on key metrics for responsible function areas
• Leads and collaborate on special projects related to agency objectives as appropriate

QUALIFICATIONS & EXPERIENCE:

• High School Diploma or GED or equivalent
• Minimum 2 years’ experience working in behavioral health environment as a receptionist or intake personnel.
• Bilingual Spanish/English 
• Knowledge of general office machines, telephone systems, fax machine, PDF operations, and other information systems.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Non-Profit and Community Based Organization experience highly desirable.
• Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
• Thinks independently and can make informed decisions when needed.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
• Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
• Valid CA Driver’s license
  • Auto insurance:  Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.  
• Current state-mandated guidelines require employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law.  Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances. 

BENEFITS:

• Excellent Health benefits package for you and your family including:
  • Medical/dental/vision benefits with 95% employee & 80% dependent employer premium contribution and employer paid life insurance.
• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support yours and your family’s wellbeing and finances
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development
  • License and Certification renewals reimbursed