Office Services Coordinator jobs in Seattle, WA

Do you have a passion for organizing people, tasks, and events? Do you excel at coordinating tasks and events so that things run efficiently? Interested in joining a company that is committed to social justice and equity? If you answered yes, then the Office Coordinator role at ORS Impact could be a great fit for you!  

About ORS Impact:  ORS Impact is a consulting firm that helps clients clarify, measure, and align around their social impact outcomes using evaluation, outcomes-based strategy and planning, theory of change, and robust internal MLE systems. We support philanthropies, nonprofits, and government agencies in their most challenging and complex work with our expertise in advocacy and policy change, networks and coalitions, systems change, and initiatives and strategies. 

“Impact” is not just part of our name but a core value for why we do this work. Implicit in this value is the belief that the world can be more equitable, and that accelerating social progress will lead to better lives for everyone.

These statements, however, do not explicitly address the systems of power that grant privilege and access unequally, particularly based on race, but also based on age, sexual orientation, gender, immigration status, or disability. These systems underlie the issues our clients seek to address and can be perpetuated and strengthened even as well-intentioned people seek to make positive social change.

We believe that diversity makes us stronger. We believe that all people are equal and that holding some groups of people down holds all of us down. We believe that these issues are complex and that we will stumble in our efforts. However, the goal of a more just, fair, and inclusive society requires changing how we work together, how we work with clients, and proactively finding ways for our organization to make a difference in the fight for a more equitable world.

About the Position: 
 
The Office Coordinator will be vital in the everyday operations of ORS as they are responsible for providing strong administrative support to our staff, ensuring our Seattle office runs smoothly and enhancing our organization’s culture. We are seeking someone who excels at and enjoys administrative work and who is excited to be a part of our company!   

The Office Coordinator is highly organized, pays attention to details and holds a wide range of business support duties. They will be responsible for coordinating events and meetings, data entry, managing the CEO’s calendar, assisting with coordination of our business pipeline and supporting the consulting staff on administrative duties as needed.  A good fit for this role would be someone who likes to make sure no balls get dropped on projects and processes.

In order to be successful in this role, the person in this role should possess strong organizational skills as well as leadership abilities. They should also be able to handle administrative tasks, such as record keeping, data entry, and filing. Moreover, they should have experience managing office budgets and coordinating events and have knowledge of basic computer programs, such as Microsoft Office.  Our ideal candidate is someone who loves supporting the operations and consulting side of the business, not someone who is seeking to be a consultant themselves. 

Duties and Responsibilities

• Provide scheduling and administrative support to CEO.
• Assist in coordination of the business pipeline, and management of proposal database, including fielding and tracking inquiry emails, supporting follow-up coordination, coordinating/project managing proposal development processes, coordinating development of materials for future proposals . 
  1. Coordinate company meetings on and off-site including but not limited to: hybrid Together Days, in-person Together Times, virtual Town Halls, and in-office client meetings. This includes: coordinating logistics for on- and off-site meetings and events such as agenda distribution, conference room scheduling, set-up, food ordering, preparation and clean-up. Uploading recordings of staff meetings and associated resources to Microsoft Teams. 
• Serve as back-up scheduler for Leadership Team, larger staff or all staff meetings and complex scheduling projects to support client work. 
• Coordinate design review process and vendors.
• Contribute to an inclusive and equitable workplace.
• Independently seek out, identify, and fulfill administrative needs throughout the organization.
• Order and stock office supplies within annual budget parameters. 
• Organize electronic and paper files, including data archive management.
• Assist with recruitment efforts, managing and forwarding candidate applications.
• Assist with other tasks and projects as assigned to support leadership, staff and company.
• Assist with shipping and receiving logistics, including incoming mail and package deliveries

Required Skills and Qualifications

Previous office management, administrative or executive assistant experience is mandatory. This is not an entry-level position; you will need to be able to jump in and help a busy 36-person office stay organized and on track by implementing and maintaining effective administrative systems. 

• 5 years of administrative, facilities, or office experience, preference on exposure to a busy environment
• Proficient in Office (Excel, Word, Outlook, PowerPoint, Teams etc.); Comfortable with business technologies
• Excellent written and verbal skills 
• Organized: strong prioritization skills with an affinity for multitasking and the details; committed to maintaining friendly, professional, uncluttered and efficient work environment 
• Reliable: responsive, available, and present
• Discretion: ability to maintain confidentiality and manage sensitive information and data
• Self-motivated and resourceful: always looking for ways to do something better; forward-thinking planner; motivated to learn new skills and technologies 
• Autonomous: self-motivated, proactive, and able to deal with the ambiguity typical of an agile company
• Quick: Able to pick up knowledge on-the-go; 

 Experience

Bachelor's Degree in office business administration, management or related field preferred and five years of related experience in a professional setting and/or training; or equivalent combination of education and experience.