OFFICE COORDINATOR

SUMMARY:

Under general supervision of COO, provide office support and facilities management services for Children’s Literacy Initiative staff.   Interface with vendors for provision of services. Manage telephone network and support.  Ensure operational efficiency of office equipment, adequate level of office supplies and timely response to employee service order requests. Arrange for and manage relocation of office personnel and facilities maintenance. Distribute and maintain binders of budget data spreadsheets. Perform special projects, as assigned, and assist other departments, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

*1. Provide General Office Support Services

• Manage telephone network and voicemail, and interface with vendors for maintenance and problem resolution.
• Share receptionist duties with a team of 8 other CLI employees. Answer phones and direct calls to appropriate parties. Greet visitors, vendors, and customers.
• Maintain, update and distribute CLI staff and Professional Development telephone extension directory.
• Ensure copy and fax machines are maintained in good operational order, employees are trained in use of equipment and adequate supply of materials is available at all times.
• Maintain inventory levels of office and kitchen supplies to meet office staff needs on ongoing basis.
• Institute and respond on timely basis to service order request forms submitted by employees for services and repairs.
• Conduct weekly check of 2nd floor training center to ensure that outlets and A/V equipment are functioning properly.
• Main point of contact for CLI’s travel policy and relationships with travel-related vendors (hotel, rental car, car share, etc).  Make travel reservations for members of the Operations team and CLI’s Deputy Director.
• Develop/manage office systems
• Distribute mail and faxes
• Communicate any employee absences (due to PTO, off-site meetings, etc.) to staff each morning via e-mail

*2. Function as Liaison with Vendors

• Research and solicit competitive bids from vendors based upon COO's parameters for office equipment and furniture for multiple locations, as requested.
• Recommend vendor selection based upon comparative analysis.
• Order new equipment installations at COO's direction and schedule equipment changes.
• Contact vendors for service, when necessary.
• Relay employee and management suggestions pertaining to equipment and services rendered to COO.

*3.Arrange and Manage Relocation of Office Personnel and Facilities Maintenance

• Coordinate the relocation of office personnel with moving company, telephone company and renovation contractors.
• Arrange for facilities repairs with electric, plumbing, and facilities contractors.
• Ensure proper cleaning and upkeep of carpeting, walls and shared communal areas.

*4. Provide Administrative Support to COO

• Maintain office files, preserving confidentiality and ensuring ease of retrieval.
• Distribute budget data spreadsheets and contracts or purchase orders to designated staff members.

*5. Perform special projects, as assigned, and assist other departments with projects, as needed.

MINIMUM QUALIFICATIONS

EDUCATION AND/OR EXPERIENCE:

High School diploma required with completion of secretarial or business school highly preferred.

One or more years experience organizing and/or maintaining office systems and procedures, providing administrative support services and diplomatically interfacing with internal and external contacts.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Proficiency in MS Office Suite, and Internet.  Strong detail orientation with very good organizational, multi- tasking and follow-through skills. Demonstrated verbal and written communications skills with ability to interface diplomatically with all levels of staff and vendor representatives.  Ability to work independently with little oversight.

REASONING ABILITY:

Ability to apply common sense and understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete and abstract variables in standardized situations.

BENEFITS & COMPENSATION

CLI offers competitive salaries and excellent benefits for full-time employment. Coverage options include health, dental, vision, company paid LTD, Life & LTC, 403(b)with a company contribution, generous Paid Time Off, and Flex Spending Accounts.

LOCATION

Children's Literacy Intiative is located in Center City Philadelphia, accessible by public transportation.

CONTACT INFORMATION

For immediate consideration, email your resume and cover letter with salary history and requirements (a must to be considered) to HR@CLIontheweb.org. Telephone calls cannot be accepted. We are an Equal Opportunity Employer.