The Central American Refugee Center (CARECEN) is a non-profit that has served the immigrant community on Long Island for four decades through legal services, community education and advocacy. We seek an Office Coordinator to join our Operations Team. The Office Coordinator position is full-time, hourly, non-exempt.
Overview of the Role
The Office Coordinator will provide clerical and administrative support to CARECEN staff and clients on a daily basis at our Brentwood office. The Office Coordinator’s main responsibilities are to keep the office organized and running efficiently while being an ambassador of the organization to everyone who calls or comes into our office and providing administrative support to CARECEN staff. The Office Coordinator will work on site during normal office hours of 9am – 5pm Monday through Friday with remote work permitted every other Friday.
Primary Responsibilities
Duties include, but are not limited to:
- Greeting clients and guests, and answering visitor inquiries
- Answering and screening incoming calls and voicemail on a multi-line VOIP telephone system
- Scheduling client appointments via Google Calendar
- Maintaining and scheduling office meeting spaces as needed
- Ensuring that office spaces are clean and organized
- Scanning, photocopying, faxing, filing, and creating documents
- Assisting with file management, following internal records retention and disposition policies
- Receiving and processing client documents and payments
- Collecting, sorting, and delivering mail to/from the Post Office
- Providing support to staff for client payment processing, cash receipts, and training on financial and operational processes
- Support managing resources and supply inventory for all offices
- Establishing desk and office assignments for individual and shared office spaces
- Managing landlord and/or broker relationships, including facilitating communications with landlords and maintenance requests
- Addressing security concerns and ensuring safety of staff while on premises
- Facilitating staff access to offices, including assignment of parking spaces and gate access in Hempstead office, and copying office keys
- Establishing and monitoring policies and protocols for office cleanliness and maintenance of shared spaces
- Other duties as needed
Qualifications and Requirements
- English and Spanish fluency required
- Adaptable, dependable, friendly, and eager to learn
- Excellent written and verbal communication required
- Office administration, reception/secretarial experience required
- Excellent computer skills, including MacOs, Google Suite, Adobe, Zoom, Xerox printers, and general office equipment
- High school diploma or equivalent preferred
- Prior experience in a legal or immigration nonprofit setting and a desire to learn about immigration law/topics a plus
- Must possess excellent interpersonal and customer service skills to communicate with board members, senior management, attorneys, community partners, news media, clients, vendors, staff, and visitors.
Work Environment:
- Option to work remotely every other Friday, subject to operational feasibility
- In-office schedule Monday through Friday from 9:00 am to 5:00 pm (Lunch break from 1-2pm)
- Office: Position is based at CARECEN’s Brentwood office
Supervisor: Director of Operations
Compensation: $19.71 to 23.50 hourly
Benefits
- Health Coverage (100% employer-paid premiums):
- Medical, Dental, and Vision
- Insurance & Protection (100% employer-paid premiums):
- NYS Disability and Paid Family Leave
- Short-Term Disability / Long-Term Disability
- Life Insurance
- Additional Support: Employee Assistance Program (EAP)
- Retirement: 401(k) plan with employer matching contributions
- Professional Development: Employer-paid professional development opportunities, selected by staff
Time Off
- Paid Holidays: 28 paid holidays and/or half-days per year
- Paid Time Off (PTO): 21 days per year
- Health/Wellness Days: 5 days per year
- Longevity Bonus: Additional 7 PTO days after 5 years of employment
To Apply: Send a detailed cover letter explaining why this job would be the perfect fit for you, your resumé/CV, and three (3) references to [email protected] with “Office Coordinator” included in the subject line. Applications will be reviewed on a rolling basis until the position is filled.
Pay: $19.71 - $23.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: In person
