Careers

Description:

JOB DESCRIPTION

Open Arms is looking for a full-time Office Coordinator who enjoys greeting and interacting with others and is passionate about upkeeping a facility that is welcoming and safe for our staff, client families, and visitors. Flexibility and multitasking are extremely important for this role that is at the center of a busy work environment. 

The Office Coordinator will need to be in the office Monday through Fridays with a consistent schedule during 9am - 5pm. They will join the Operations team to provide daily direct support to the Operations Lead, Operations Administrator, and Managing Director. They will also regularly interface with staff, contractors, volunteers, and clients across the organization. For this reason, the Office Coordinator needs to be fluent in Spanish and English to be effective in supporting our teams and visitors. Strong proficiency with technology and cloud-based systems is required to support our highly mobile team and our hybrid work environment. 

 Facility & Reception

• Maintain a regular schedule in person at the office Monday through Friday, generally 9am to 5pm. Some flexibility within this time can be discussed.  
• Warmly welcome and direct visitors. Fluency in Spanish and English are required. Coordinate with other translation services if needed.
• Ensure that the offices are safe, clean, efficient, and welcoming by tidying up offices daily and in between cleanings.
• Coordinate maintenance requests with building owner
• Support with facility improvement projects including signage updates, furniture assembly, and reorganization. Translate signage or coordinate translation when necessary.
• Coordinate in-kind donation acceptance

Equipment & Supplies

• Proactively replenish, purchase, and organize supplies and work with Program Administrators to fill requests. Occasional local delivery or mailing to team members working offsite. Make recommendations for frequently requested needs. 
• Maintain online systems for tracking and inventory of supplies and equipment
• Distribute mail and packages daily. Follow financial processes for recording checks and incoming mail. 
• Set up and maintain office equipment, computers, and devices by working with vendors. Equipment maintenance includes monthly meter reads, troubleshooting with vendors and IT, and tracking equipment maintenance schedules. 
• Maintain off-site storage through regular inventory, maintenance, and dropping off or picking up items. 

HR & Operations

• Support with online and off-site filing systems
• Support organization-wide activities such as meetings, employee celebrations, etc. 
• Support daily HR tasks such as onboarding and exiting employees, documentation filing, and light data entry

 Meetings, Events, and Programs Support

• Provide logistical support for meetings and events including scheduling and room reservation, technology set up, meals and refreshments, preparing supplies, etc. 
• Support Program Administrators and Leads with projects as needed.
• Refresh printed materials and resources available at the office. 

REQUIRED QUALIFICATIONS

• 1-year prior successful experience in operations, an administrative capacity, or a related role
• Fluent in verbal and written Spanish and English
• Strong interpersonal skills - friendly and welcoming; able to work collaboratively with colleagues from diverse backgrounds; show patience and support when assisting others 
• Effective communication skills over the phone, through email, and face-to-face. 
• Maintain a consistent schedule in person Mondays through Fridays. Generally 9am-5pm with some flexibility within this timeframe. 
• Passionate about organization and keeping offices in order
• Approach work with a flexible nature - Ability to multitask and reprioritize in the moment if a time-sensitive need arises. Comfortable with change and adapting to new structures and systems.
• Aptitude for troubleshooting with creativity and resourcefulness
• Ability to plan, coordinate, and organize work projects solo and as a team
• Highly organized with strong attention to detail, follow up, and task management
• Ability to develop positive relationships with clients, doulas, providers, organizations, and staff. Demonstrated success in working collaboratively with others.
• Extremely comfortable with technology including proficiency with email and Microsoft Office applications, especially Excel, Outlook and Word
• Experience with cloud-based applications such as Microsoft OneDrive and working in databases. Applicant is not required to be an expert on these tools but should be comfortable using and learning online tools.
• Ability to maintain confidentiality around sensitive information
• Passion for and commitment to the mission of Open Arms and community-based work. Work experience in birthwork, parenting, or early learning are a plus.
• Experience in working with a diverse staff and with communities of color. The applicant should have a strong racial, disability, gender and economic justice framework.
• Commitment to anti-oppression and de-colonization work with a focus on racial equity and reproductive justice, specific to birth justice
• COVID-19 proof of full vaccination, booster after January 2022, or medical or religious exemption request is required for in-person work.
• Background check and reference checks required
• Proof of eligibility to work as an employee in the U.S. and a Washington state resident
• Access to reliable transportation for pick-up and transporting supplies when needed. Proof of current driver’s license and insurance required.
• Ability to move boxes and small furniture when needed, less than 50lbs

Mental and Physical Requirements:

The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.   

Mental Requirements:  This position continuously requires interpersonal skills, teamwork, customer service, use of discretion, performing basic math, independent judgment and/or independent action, and reading, writing, speaking, and understanding Spanish and English. Frequently requires independent decision-making and problem analysis to make recommendations for improvement and/or be involved in discussions around changes. The position requires creative thinking for resourcefulness and process improvements. Attention to detail also required.  

Physical Requirements:  This position continuously requires sitting, hearing (using assistive devices if needed), and repetitive motion of the hands/wrist