JOB POSTING

JOB TITLE:  Office Coordinator

HOURLY RATE: — $20.08 – 23.08

LOCATION: Main Office

REPORTS TO:  Director of Administration

DEPARTMENT: Administration


The Coalition for Humane Immigrant Rights (CHIRLA) is a nonprofit organization founded in 1986. CHIRLA is a California leader with national impact made of diverse immigrant families and individuals who act as agents of social change to achieve a world with freedom of mobility, full human rights, and true participatory democracy. CHIRLA organizes and serves individuals, institutions and coalitions to build power, transform public opinions, and change policies to achieve full human, civil and labor rights. Guided by power, love and vision of our community, CHIRLA embraces and drives progressive social change.

POSITION:


The Office Coordinator will support the Director of Administration with the management of Human Resources that align with CHIRLA’s strategic goals and support a culture that emphasizes empowerment for all employees. Utilizing available technology, the Office Coordinator maintains a highly effective and efficient follow-up system. This also includes various administrative tasks such as general office functions including supporting the front desk, ordering supplies to ensure effective and timely operations of the department in a creative, professional, organized and collaborative atmosphere.

RESPONSIBILITIES AND DUTIES: 


Principal responsibilities include, but are not limited to the following:


  • Support the Director of Administration with related Administration tasks;
  • Responsible for the day-to-day management of the facilities and operations of CHIRLA’s main office including the conference room;
  • Responsible for purchasing of office supplies, office equipment, etc. for all offices,
  • Submit all invoices and credit card expenses in Nexonia on a timely basis;
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;
  • Ensure all CHIRLA offices have up-to-date State, Federal, & OSHA Labor Law Posters;
  • Update staff directory and provide it to Payroll to upload in ADP Workforce Now;
  • Replenish all kitchen supplies such as spoons, forks, napkins and plates;
  • Responsible for the maintenance of the conference rooms set-ups as needed;
  • Responsible for the ordering of coffee and water for all offices;
  • Responsible for purchasing and distributing Downtown office parking;
  • Ensure invoices/bills such as internet, power, cable and parking for all offices are paid in a timely manner;
  • Coordinate space assignment and office moves to ensure workstations are ready for new hires;
  • Provide back-up support to front desk staff to promote facility security, answer phones, greet and assist visitors in a friendly and professional manner;
  • Order stationary such as letterhead, envelopes and business cards as needed;

 

  • Work closely with IT staff for any IT related needs especially the setting-up of new hires emails, computers and phones;
  • Coordinate the photos of new hires including temporary staff and create ID badges;
  • Provide alarm instructions to all new hires;
  • Receive shipment of all supplies and keep inventory;
  • Other duties and responsibilities as assigned;

SKILLS AND QUALIFICATIONS:


  • Strong project management skills with the ability to handle multiple projects simultaneously with a high degree of accuracy;
  • Ability to work independently and handle multiple deadlines simultaneously;
  • Demonstrate diplomacy and an ability to maintain confidentiality;
  • Ability to react quickly within a constantly changing environment; adapt to changing priorities and unexpected events and manage competing demands.
  • A proactive approach to duties, continually looking at ways to improve administration processes
  • Uses initiative to deliver overall objectives;
  • Flexibility to adapt style and method based on what is needed
  • Ability to plan and prioritize work activities, meet deadlines and follow-up on assignments with a minimum of direction;
  • Excellent problem-solving and follow-through skills
  • Excellent interpersonal and verbal and written communications skills
  • Proficient with Word, Excel, and Power Point.
  • Minimum two years’ community college or equivalent.

To apply, send resume and cover letter to: jobs@chirla.org

Subject Line should read: Office Coordinator