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About the Role

The Operations & Office Coordinator ensures smooth and compliant business operations at Southeast Asian Development Center (SEADC) sites and provides logistical support for various events and operational needs.

Responsibilities

Support the Director of Operations in ensuring smooth and compliant business operations on-site and on digital spaces.
Ensure work sites are open and closed according to Company policy.
Monitor the front door at the Eddy office and admit visitors.
Maintain adequate kitchen, janitorial, and office supply inventory at all sites and reorder supplies.
Monitor cleanliness and security of facilities.
Coordinate office activities and operations with efficiency and according to Company policies.
Maintain office cleanliness, including trash and food/beverages.
Serve as primary contact with 3rd-party vendors related to facilities and operations, monitor vendor performance, and ensure contracts and W9s are filed.
Collaborate with Human Resources to ensure proper staff assignments and returns of office equipment.
Pick up, open, and distribute organization mail at three sites.
Monitor the general information phone line, email, and eFax accounts.
Ensure delivery of financial documents to Finance and enter billing information into Rippling.
Research cost-effective tools and vendors.
Support the Director of Operations with project coordination tasks related to building renovation.
Monitor building site on a regular basis.
Assist Director of Operations with coordinating meetings with project leads and contractors.
Establish and maintain communications with vendors involved in building operations and report issues.
Coordinate with vendors to establish necessary operations in the building.
Assist with organizing organization-wide meetings and special events, including handling logistics and maintaining RSVP lists.
Manage staff calendar, Finance & Operations department calendars, and organization's SharePoint, communications, and project management tools.
Support Director of Operations and Operations team in coordinating organization-wide events.
Distribute meeting agendas and take meeting minutes.
Support Director of Operations and Human Resources in ensuring organizational compliance with cybersecurity and HIPAA policies.
Support Operations team in collecting W9s from vendors, contractors, and qualifying individuals.
Prepare credit card reconciliation and execute payments as requested.
Update internal forms, documents, and surveys.

Requirements

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.
Adaptability to adopt new software and technologies and participate in the development of new such systems.
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.
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.
Must be fully COVID vaccinated with card to show proof of vaccination.

Skills

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

Location

166 Eddy Street, San Francisco, CA 94102

Work Type

Full time
37.5 hours per week

Experience Level

3+ years’ experience in an administrative support role and/or in a role with office management duties
2+ years of professional or volunteer experience working in a nonprofit

Education Level

Bachelor’s degree

Salary/Compensations

$30.77-33.30 per hour DOE

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

Equal Opportunity

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.