Office Services Coordinator; CWF

The California Wellness Foundation seeks an energetic, well-rounded and professional Office Services Coordinator to join our team. The Office Services Coordinator will be a hub for the entire Oakland office (a staff of approximately 14). This position will engage in general office operations and procedures to ensure staff operate effectively, efficiently and safely. This position will be seated at the front desk of the office (the office is not open to the public), and will be responsible for overseeing the reception area, mail, kitchen, supplies, and general facilities.

They will also manage key areas of facilities and vendors and provide administrative support to multiple departments. The selected candidate must demonstratecritical customer service skills, and they must be able to handle multiple projects, managing their time, and presenting a friendly, efficient experience to internal and external customers.

Support for Operations—75%

Guests:

• Greets and accommodates the needs of guests and visiting staff; arranges visitors’ access with security staff; arranges any needed transportation; maintains a clean, professional and clutter-free reception area.
• Coordinates scheduling and setup of conference rooms, Board rooms and equipment for meetings utilizing an online request process.
• Provides logistical support for external constituents (up to 25 people) who are utilizing our space for meetings.

Customer Service

• Monitors, responds to and takes action on in-office requests/tickets
• Technical support liaison for Oakland staff with IT/outside support.
• Basic phone assistance to grant applicants and grantees around applications and reporting
• Assist with grantee back-coding/data clean-up efforts (Grants Management).
• Assists with new employee set-up and onboarding orientation.

Communications:

• Receives, sorts, sends and distributes general mail correspondence, packages and notices, including with UPS and Fed Ex; reconciles packing invoices with receipt of supplies and other products.
• Receives, prescreens, directs and relays incoming telephone calls, telephone messages and other electronic messages; responds to basic inquiries about the Foundation’s grantmaking program; and directs grantees and other callers to appropriate staff or website.
• Manage Cal Wellness General Calendar.

Supplies:

• Orders and maintains kitchen supply inventory and food items; organizes food and refreshments for various staff meetings and celebrations, including coordinating catering orders.
• Orders and maintains office supply inventory, including letterhead and envelope materials, first aid supplies, and emergency supplies in a cost effective and organized manner.
• Stocks all common office areas and equipment with adequate provisions and keeps areas organized, well-maintained and clean.

Facilities:

• Maintains and coordinates the effective operation, maintenance and servicing of assigned office and equipment, including kitchen appliances, shredders, postage meters and other office equipment.
• Oversees janitorial and cleaning services to ensure the common areas of the Foundation are clean and well-maintained, including overseeing any plant services.
• Oversees the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities; oversees the ordering and maintenance of office furniture; assists with and coordinates staff’s office moves within the building.
• Manages relationships with vendors, service providers and the landlord, ensuring all items are invoiced and paid as required in accordance with approval and tracking processes.
• Interacts with building management to resolve building-related issues and problems, including maintenance issues, building access, employee and guest parking, insurance certificates, property removal, e-waste and building closures; uses building-related software to properly communicate open items and monitor staff safety tests.
• Liaison for Oakland’s vendors for IT/VP of Operations.
• Coordinates annual emergency preparedness training; maintains fire extinguishers; may facilitate fire drills as floor warden; may be point person for office…