OVERVIEW:
The Office Coordinator oversees office operations across ASC locations and serves as a central point of coordination for staff, visitors, and leadership. This role manages facilities operations, vendor relationships, financial administrative processes, inventory and storage systems, and workplace safety and compliance efforts. The Office Coordinator is responsible for maintaining safe, functional, and organized work environments and ensuring efficient, consistent office operations across all ASC sites in alignment with organizational policies and safety standards.
ESSENTIAL DUTIES:
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Oversee and support office operations across ASC locations to ensure efficiency, consistency, and a professional work environment.
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Manage facilities operations, including coordination of maintenance, vendors, and building-related needs to maintain safe and functional workspaces.
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Support financial administrative processes, including daily receipting of revenue and processing of in-kind donations in accordance with organizational procedures.
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Maintain systems for inventory, storage, and distribution of office supplies, program materials, and donated goods.
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Lead workplace safety and compliance efforts, including coordination of the Safety Committee, staff training, and adherence to safety protocols.
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Ensure alignment with ASC policies, procedures, and organizational standards across all operational areas.
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Collaborate with staff, leadership, and external partners to support effective communication, coordination, and service delivery.
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Contribute to the quality, consistency, and effectiveness of administrative operations across the organization.
MAJOR RESPONSIBILITIES:
Office Operations and Administration
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Oversee daily front office operations and maintain a welcoming, professional environment for participants, visitors, and staff across ASC locations.
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Supervise and coordinates reception coverage and administrative workflows; ensures consistent office procedures are followed.
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Support administrative operations including phone coverage, routing communications, record-keeping, and general office coordination.
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Maintains records, logs, and documentation in compliance with organizational requirements.
Financial and Administrative Coordination
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Receipt all revenue daily (cash, checks, and bankcards) and records transactions accurately in accordance with organizational procedures.
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Distribute collected revenue to appropriate departments (e.g., Resource Development and Accounting) in a timely manner and maintains required documentation.
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Ensures proper handling, security, and reconciliation of funds in alignment with internal protocols.
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Receives and processes in-kind donations and provides receipts in accordance with organizational procedures.
Facilities Management
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Oversees facilities operations across all ASC sites, ensuring spaces are safe, functional, and well-maintained.
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Serves as the primary point of contact for facility needs, coordinating maintenance, repairs, janitorial services, and building access systems.
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Manages relationships with vendors, contractors, and service providers, ensuring timely and quality service delivery.
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Oversees management of ASC-owned vehicles, including scheduling, usage coordination, maintenance, inspections, and compliance documentation.
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Maintains inventory and storage systems across locations, including office supplies, program materials, and donated goods, ensuring proper organization, distribution, and accountability.
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Maintains vendor documentation, contracts, and essential records.
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Plans and coordinates facilities-related projects, repairs, and improvements across ASC locations.
Workplace Safety and Compliance (Core Function)
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Support the ASC Safety Committee, including scheduling meetings and maintaining documentation.
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Partner with HR and the Executive Director to ensure compliance with workplace safety standards and organizational policies.
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Provide orientation to staff on workplace safety and security procedures, including emergency protocols and site-specific requirements.
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Ensure safety procedures and emergency protocols are communicated clearly and consistently.
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Support emergency preparedness efforts, including drills, incident response, and reporting.
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Monitor workplace conditions and identifies potential safety risks; recommends and supports corrective actions.
Vendor and Service Coordination
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Develop and maintain relationships with vendors, contractors, and service providers.
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Coordinate quotes, service agreements, and vendor scheduling.
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Monitor vendor performance and addresses service issues as needed.
Staff and Organizational Support
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Serve as a central point of contact for staff regarding office operations, facilities, and administrative needs.
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Support leadership with scheduling, reporting, and coordination of operational initiatives.
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Provide support for preparation of purchase orders, reconciliation of office supply purchasing, and related administrative tracking.
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Assist program teams with coordination of meetings, appointments, room reservations, and administrative support as needed.
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Address and escalate concerns related to office operations as appropriate.
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Communicates office updates, notices, and operational changes to staff.
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Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
Education: High school diploma or equivalent required. Associate’s degree in Business Administration, Operations, or a related field preferred
Experience: Minimum of 3 years of experience in office administration, office management, or facilities coordination. Experience working in a multi-site or multi-program environment preferred. Experience coordinating vendors, facilities operations, or office systems
SPECIAL KNOWLEDGE, SKILLS, AND ABILITIES:
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Current First Aid and CPR certification required, or ability to obtain certification within three (3) months of hire
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Strong organizational and time management skills with attention to detail
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Ability to build relationships and collaborate across the organization
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Ability to manage multiple priorities and coordinate across departments and locations
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Strong verbal and written communication skills
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Ability to develop and maintain systems for office operations, inventory, and facilities coordination
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Ability to identify and resolve operational issues in a timely and effective manner
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Knowledge of workplace safety practices and ability to support safety compliance efforts
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Ability to maintain confidentiality and handle sensitive information appropriately
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Proficiency in Microsoft Office (Outlook, Word, Excel) and ability to learn internal systems
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Ability to work effectively in a multicultural and diverse environment
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Ability to take initiative, exercise sound judgment, and work with minimal supervision
WORKING CONDITIONS:
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Work Hours: daily attendance required; Monday through Friday, typically 9:00 am to 5:00 pm
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Ability to lift 20 pounds, unassisted
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Extended periods of sitting and working at a computer
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Ability to travel between ASC locations as needed
DISCLAIMER This job description outlines the general nature and level of work performed, as well as the typical responsibilities of employees in this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Atlantic Street Center reserves the right to modify, add, or remove job duties and responsibilities, and to revise or eliminate positions as organizational needs change. The organization may also make reasonable accommodation to enable qualified employees to perform the essential functions of the position. Nothing in this job description alters the at-will employment relationship between Atlantic Street Center and its employees.
