Office Coordinator

Office Coordinator

Eye Thrive is a locally recognized 501(c)(3) nonprofit that empowers children to pursue their full potential by delivering essential eyecare across the St. Louis region. We operate two Mobile Vision Clinics that bring comprehensive vision care directly to the populations we serve, both at schools and community visits. We provide vision screenings, comprehensive eye exams, prescription glasses, replacement glasses, and follow-up care referrals, all completely free of charge.

The Office Coordinator is a key partner to Eye Thrive's CEO and Director of Human Resources, ensuring the office runs efficiently while supporting organizational priorities. Reporting directly to the CEO, this role provides high-level administrative, operational, and basic HR support.

The Office Coordinator manages the basic operations of the office, including inventory, basic finance support, and completes HR administrative tasks such as maintaining employee files, updating the HRIS, supporting benefits and payroll coordination, and responding to routine employee questions.

Highly organized, adaptable, and discreet, the Office Coordinator excels at managing multiple priorities in a fast-paced environment. They bring strong judgment, exceptional communication skills, and a collaborative mentality to every task, helping the CEO and the Director of HR - and Eye Thrive at large - achieve operational excellence.

Permanent;
Full Time;
Exempt. Expected 40 hours/week;
Monday-Friday;
Occasional weekends. Participation in morning/evening meetings and special events will be required as needed. Reports to Chief Executive Officer.

Office Management

• Acts as a vendor liaison for day-to-day operational needs at both the Eye Thrive office and warehouse, including but not limited to building/facilities maintenance, furniture replacement/repair, office supplies, phone and internet providers, IT consultants, and copier maintenance/repair.
• Receives and distributes incoming mail and packages.
• Maintains overall professional appearance of the office and coordinates with building maintenance and outside vendors as needed.
• Manages the purchasing and maintenance of administrative office supplies and monitors inventory levels.
• Collaborates with IT support as needed to support team members.

Finance Support

• Reviews and processes invoices and payments, including mileage and other reimbursements, ensuring accuracy and timeliness.
• Verifies billing information and resolves discrepancies or disputes on incorrect invoices.
• Uploads administrative invoices, payments, and all supporting documentation to the electronic filing system.
• Oversees inventory management across the organization, including tracking, organizing, and maintaining up-to-date records of equipment and supplies.
• Manages the intake of new inventory and coordinates the disposal of unusable items in accordance with organizational policy.

HR Support

• Partners with the Director of Human Resources to ensure a smooth transition for new employees.
• Ensures all necessary technology is prepared and functional for new employees prior to their start date. This includes configuring and distributing laptops, allocating and distributing keyboards, monitors, etc., creating and activating email accounts, setting up calendar access, phone and ensuring access to all relevant systems, platforms, and internal communication tools.
• Supports all offboarding activities.
• Updates the HRIS and other internal systems with employee changes, job details, etc.
• Assists with payroll coordination by preparing employee data, tracking time-off updates, and helping verify required administrative inputs.
• Supports recruitment coordination by scheduling interviews, posting jobs, organizing candidate records, and maintaining hiring documentation.
• Maintains the highest level of confidentiality and professionalism while handling sensitive and proprietary information, ensuring discretion in all communications and interactions.
• Represents Eye Thrive with professionalism and warmth in all interactions.

All Team and Project Support

• Participates in supporting Operations/Development/Administrative teams (i.e. data management support, special events,…