POSITION: Facilities & Office Administrator
STATUS: 1.00 Full Time Non-Exempt
REPORTS TO: Intake Manager
Rate of Pay: $30.00 - $35.00/hr based on experience
Remote Work: This is an onsite position; not eligible for remote work.
ABOUT LEGAL AID OF SONOMA COUNTY:
Legal Aid of Sonoma County (LASC) has been providing legal services to low-income Sonoma County residents since 1958. Our mission is to promote social justice and advance human rights for vulnerable members of our community. While our core legal services include Domestic Violence, Elder Law, Housing, Veterans' Benefits, and Child Abuse Prevention, we also provide a range of legal services including limited family law and expungements to clients referred by the County's Human Services Department. LASC collaborates with a network of community partners including immigrant service centers, homeless service providers, local government, and senior centers.
SUMMARY:
This role is responsible for overseeing the daily facilities and office administration of Legal Aid of Sonoma County (LASC), ensuring that staff, facilities, and resources are effectively managed to support the agency's mission. This involves managing the physical infrastructure of the office, coordinating procurement and inventory, supporting office technology needs, and providing general administrative support across the organization. This role exercises independent judgment and discretion in managing office systems and vendor relationships and is a key operational partner to the Intake Manager.
PRIMARY DUTIES AND RESPONSIBILITIES:
Facility and Equipment Management:
- Ensure all staff equipment and facility needs are met, including computers, phones, software, office supplies, and furniture.
- Respond to facility, software, and IT hardware inquiries and requests from staff, ensuring timely resolution of issues.
- Perform or coordinate routine maintenance of facilities.
- Manage relationships with key operations vendors, including soliciting bids for services and contracts and presenting recommendations to executive management for approval if over threshold amount.
- Coordinate and oversee facilities maintenance required by vendor services.
- Monitor the safety and cleanliness of interior and exterior areas, including offices, common areas, yards, and parking areas.
- Manage building access, including keys and alarm codes; prepare building access and workspace ahead of new hire start dates.
Procurement, Inventory & Asset Tracking:
- Manage office supplies inventory and place orders as necessary to ensure appropriate levels of supplies.
- Maintain an accurate inventory and asset tracking log of office equipment, furniture, and technology assets, including assignment, location, and condition.
- Oversee procurement processes, including soliciting vendor bids, tracking vendor pricing, and presenting recommendations to executive management for approval.
- Routinely review vendor contracts and services to help ensure they are cost-effective and aligned with the organization's needs.
General Office Administration:
- Provide general administrative support.
- Maintain and stock common areas such as kitchens, restrooms, and conference rooms with appropriate supplies, ordering supplies as needed.
- Support mail processing, deliveries, and general office correspondence as needed.
- Assist with scheduling and meeting or event logistics, including room setup and materials preparation, as needed.
IT and Website Support:
- Serve as the primary point of contact for office technology needs, coordinating with outside IT vendors on equipment issues, setup, and troubleshooting.
- Coordinate with outside IT vendors to obtain new hire login information for various computer systems.
- Set up phones, computers, and other equipment for new hires and coordinate technology needs for staff moves or changes.
- Maintain inventory of office equipment and technology assets.
Workplace Safety:
- Maintain a safe and organized work environment by identifying and reporting potential workplace hazards to the HR Manager; support implementation of safety protocols as directed.
- Lead annual safety drills such as fire, earthquake, etc.
- Administrative and other tasks as assigned.
QUALIFICATIONS/REQUIREMENTS:
- At least two (2) years of experience, in a role overseeing facilities, office administration, or similar ideally in a nonprofit or related sector. Transferable experience/skills will also be considered.
- Demonstrated ability to exercise independent judgment and manage competing priorities with minimal supervision.
- Experience managing vendor relationships, including soliciting bids and reviewing contracts and pricing.
- Strong organizational skills and experience with inventory or asset tracking.
- Proficiency with Microsoft Office and project management software.
- Familiarity with office equipment, software, and systems, including computer hardware, printers, and phone systems.
- This position requires occasional driving to offsite meetings; access to reliable transportation is required.
Experience Desired, but not required:
- Experience with Canva.
- Legal services or nonprofit experience preferred.
- Bilingual in English and Spanish.
Physical Demands: (Reasonable accommodation can be made to enable individuals with differing abilities to perform the essential functions).
- Frequently required to sit, talk and hear. Occasionally required to climb, balance, stoop, kneel, crouch, crawl and walk, including occasional entry into confined spaces to perform inspections or repairs.
- The employee may occasionally lift and/or move up to 50 lbs., such as IT hardware or facilities equipment, with assistance for heavier items.
- Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus.
- Occasional exposure to various weather conditions when working outdoors or in non-climate-controlled areas of the facility.
Expected Hours of Work/Travel:
- This position is an onsite position based out of the Santa Rosa office.
- Travel for this position may occur throughout the North Bay for meetings or events.
- Ability to work outside of regular hours on occasion for emergency troubleshooting, facilities issues, or system maintenance.
BENEFITS: Legal Aid of Sonoma County provides a dynamic and supportive work environment and an excellent benefit package for full-time employees, including company-paid health insurance on the first of the month after the hire date. After the completion of an initial 90-day introductory period, full-time employees become eligible for company-paid dental, vision, long-term disability, and life insurance, along with an employee assistance program through Telus Health, eligibility for 401K participation after one year of continuous employment, and very generous paid vacation/sick/holiday leave policies. Note that the benefits package is for the employee only; employees may elect to add dependents at their own cost.
Note that all employment at LASC is “at will”. LASC is an Equal Opportunity Employer.
TO APPLY: Please submit a Cover Letter and Resume to Chase Kerrigan at [email protected]
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Facilities maintenance: 2 years (Preferred)
Ability to Commute:
- Santa Rosa, CA 95401 (Required)
Work Location: In person
