Job Posting for Operations and Administrative Coordinator- Part Time Mornings at Safe Haven Family Shelter
POSITION SUMMARY:
Perform general duties of operations, and administration. Support families in Safe Haven programs and families in need requesting services, as well as donors, volunteers, board members, and staff. Requires ability to take initiative and multi-task, with an excellent attention to detail, and a strong customer service orientation. Responsibilities will be shared between the morning and afternoon Operations Coordinators.
Shift: Monday-Friday 8:45am-1:00pm
ROLES AND RESPONSIBILITIES:
Coordinate with morning/afternoon Operations Coordinator to ensure continuity of services and completion of responsibilities between shifts
Maintain the conference room for meetings: configure tables and chairs; prepare/troubleshoot AV equipment; set up/clear food
Train and coordinate volunteers on front desk/customer service policies and procedures, and inventory tasks including creation of housing kits, hotel kits, and cleaning kits
Provide support for vehicle maintenance by scheduling and driving vehicles for service, recording mileage logs, administering basic care and maintenance, and monitoring the fleet schedule and parking areas
Develop and maintain inventory management and in-kind donation processes
Maintain relationships with corporate sponsorships to sustain in-kind donations program
Schedule, receive, process, and inventory all donations and supply deliveries
Oversee and maintain inventory process in Salesforce Database
Conduct quarterly inventory counts
Greet visiting upstairs and downstairs guests and vendors, directing them to the appropriate party and offering referral information to those without an appointment who are requesting services
Coordinate vendor visits for facility management and communicate visits to necessary staff
Oversee the master schedule of meetings both in Outlook and on the physical calendar
Keep downstairs areas organized and stocked (including conference room, lobby, restrooms, break room, and supply areas)
Direct phone calls and voicemails to relevant parties; provide callers with accurate and appropriate information
Sort/distribute physical mail
Correspond with relevant parties for monthly landlord check-ins
Generate and dispatch landlord exit letters
Submit expenses for payment
Serve as notary for staff and clients; company will cover costs of registration to become notary
Provide basic technological support to staff
Administrative/clerical work as requested
Other duties as assigned
MINIMUM REQUIREMENTS:
Must meet Safe Haven's core values: strive for excellence, serve with compassion, never stop learning, embrace inclusion, cultivate collaboration, communicate with integrity
At least 2 years’ administrative experience in any of the following areas: office management, project management, event planning, or related experience
Excellent organizational skills
Strong computer skills required, including Microsoft Suite
Proficiency in online database software such as Salesforce preferred
Current driver license and clean record required
High school diploma or equivalent required
PHYSICAL DEMANDS / WORK ENVIRONMENT
Work environment: office setting
Ability to stand, bend, stoop, lift, and carry boxes, product inventory, and other items up to a minimum of 4 hours per day, or more if needed
Ability to drive 15 passenger van
Walking, bending, lifting up to 40 lbs.
To apply, upload completed resume and cover letter.
No phone calls, please.
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