Operations & Office Coordinator presso SEADC Job Board

About the Role

The Operations & Office Coordinator is a member of the Finance & Operations Team and is a key driver in ensuring smooth and compliant business operations at all Southeast Asian Development Center (SEADC) in-person and digital sites. The Operations & Office Coordinator also provides critical event-logistical support for Operations/Office needs including the: annual staff strategic offsite/conference, staff recognition day, annual gala, required trainings, and in-person board of directors' meetings.

This position is supervised by the Director of Operations and works closely with Finance & Operations and Administration team members on work toward department goals and projects.

Position Title: Operations & Office Coordinator 
Compensation: $30.77-33.30 per hour DOE, Nonexempt; Full time, expected hours of work 37.5 hours per week 

Benefits: Medical, dental, vision, and AD&D; 401k employer match; Employee Assistance Program (EAP); Commuter benefits; Paid holiday, vacation, and sick days; Professional development stipend 

Location: 166 Eddy Street, San Francisco, CA 94102
Reports to: Director of Operations 

Start Date: ASAP

Essential Duties and Responsibilities 

Office and Facilites (90%)

Coordination of Facilities and Office Operations (70/90)

• Support the Director of Operations in ensuring smooth and compliant business operations on-site and on the Company’s digital spaces
• Facilities
• • Ensure work sites are open and closed according to Company policy.
  • Monitor the front door at the Eddy office and admit visitors as needed.
  • Maintain adequate kitchen, janitorial, and office supply inventory at all sites; reorder supplies as necessary.
  • Monitor cleanliness and security of facilities.
• Office Operations
• • Coordinate office activities and operations with efficiency and according to Company policies.
  • Maintain office cleanliness, including trash and food/beverages, according to Company policy.
  • Serve as primary contact with 3rd-party vendors related to facilities and operations; coordinate with 3rd-party vendors, such as IT consultant or janitorial service. Monitor vendor performance ensuring vendor scope of work (SOW) deliverables are met. Ensure all vendor profiles are current and accurate in Company Customer Relationship Management (CRM) systems; ensure all contracts and W9s are filed on Company intranet.
  • Collaborate with Human Resources to ensure proper staff assignments and returns of office equipment including laptops, cell phones, credit cards, and office keys.
  • Pick up, open, and distribute organization mail at three sites.
  • Monitor the general information phone line, email, and eFax accounts; forward or respond to as necessary.
  • Ensure delivery of financial documents, including bills, checks, and Finance/Accounts Payable. physical and email inboxes, to Finance. Enter billing information into Rippling upon receipt.
  • Research cost-effective tools and vendors, per Director of Operations’ direction.

Building Renovation (20/90)

• Support the Director of Operations with necessary project coordination tasks related to the company’s building renovation.
• Monitor building site on a regular basis.
• Assist Director of Operations with coordinating meetings with project leads and contractors to keep on project timeline.
• With oversight of the Director of Operations, establish and maintain communications with vendors involved in the critical day-to-day operations of the building; report issues and schedule. communications to swiftly resolve said issues. Coordinate with vendors to establish necessary operations in building.

Administration (10%)

• Assist with organizing organization-wide meetings and special events (e.g. handling location, room set-up, costs, menu, etc.); maintain RSVP list and coordinate with stakeholders as needed; In absence of fund development staff, records donor and funder attendance at SEADC special events.
• Manage staff calendar, Finance & Operations department calendars, and the organization’s SharePoint, communications, and project management tools.
• Support Director of Operations and Operations team in coordinating organization-wide events such as staff meetings and staff events, including required trainings. Distribute meeting agendas, take meeting minutes.
• Support Director of Operations and Human Resources in ensuring organizational compliance with cybersecurity and HIPAA policies and other regulations.
• Support Operations team in collecting W9s from vendors, contractors, and qualifying individuals.
• Prepare credit card reconciliation on behalf of self and for Senior Leadership members as it relates to operations and facilities/office coordination; execute payments as requested by Director of Operations as it relates to operations and facilities/office coordination.
• Update internal forms, documents, surveys, per Director of Operations' request.

Qualifications 

Education:   

• Bachelor’s degree 

Required Skills and Experience: 

• 3+ years’ experience in an administrative support role and/or in a role with office management duties
• Strong and demonstrated organizational and project management skills
• Strong written and verbal communication, critical thinking skills
• Discretion; Ability to compartmentalize confidential information and exercise prudence regarding sensitive company information
• Ability to manage multiple projects in a fast-paced, performance-oriented environment
• Attend external and internal events, trainings, and meetings as needed for the position
• Adept at navigating different technologies:
• • Proficiency with Microsoft 365 Office applications including MS Word, Excel, PowerPoint, Outlook
  • Experience with data entry and CRM systems, preferably Salesforce
  • Familiarity with project management platforms and online communications platforms such as Teams
  • Must have adaptability to adopt new software and technologies and participate in the development of new such systems

Desired Skills and Experience: 

• 2+ years of professional or volunteer experience working in a nonprofit 

• Demonstrated experience with vendor management and/or facilities management 

• Possess sound judgment and proven ability to recommend solutions, take immediate action, work on multiple tasks with competing priorities, and complete tasks in a timely manner 

• Demonstrated ability to troubleshoot in-person logistical and virtual/technological issues 

Additional Qualities and Requirements: 

• Passion for the organization's mission and values 
• Participation in events outside typical work hours/office: annual staff strategic planning offsite, annual staff recognition day, annual gala 
• Solution-oriented mindset 
• Able to work outside of typical business hours as needed  
• Able to travel locally as needed  
• Pass fingerprinting background check and TB clearance before start date 
• Applicants must already be authorized to work in the United States

COVID-19 vaccination: We require all employees to be fully COVID vaccinated with the card to show proof of vaccination. Reasonable accommodation will be considered on a case-by-case basis.  

We are an Equal Opportunity Employer and committed to embracing diversity and consider all applicants for all positions without regard to color, ethnic background, religion, sex, gender identity, sexual orientation, national origin, age, disability, HIV/AIDS or veteran status.