Office Coordinator

OFFICE COORDINATOR

Pay Rate: $30-33/hr

Your Impact 
At Habitat for Humanity Greater San Francisco, a productive and efficient environment is the key that allows our staff to focus on our mission of affordable home ownership. We are seeking an Office Coordinator (OC) with exceptional organizational skills and a friendly, approachable demeanor to foster a collaborative and efficient workplace. The ideal candidate will be adaptable, capable of managing daily tasks as well as unexpected challenges. They will also be responsible for facilities management, vendor relations, managing key operational functions, and will provide critical support across departments. By facilitating a well-organized and supportive workplace, this position will enable our staff to fully dedicate themselves to HGSF's mission and significantly enhance our ability to serve more families and communities.
 
Primary Responsibilities 
Comprehensive Office and Facilities Management (45%) 

• Plays a leadership role in office operations and supports the flow and function of the office through administrative tasks and organizational communication. 
  Ensures office efficiency by maintaining common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment.
• Manages facilities-related tasks, liaisons with building management for repairs and improvements, and maintains relationships with janitorial services. 
  Works directly with the Chief of Staff to develop a workplan to track and report on weekly, monthly and quarterly goals. 

Financial and Administrative Support (25%):

• Handles check processing, and invoicing.
• Provides reporting to the Fund Development team on a weekly basis.
• Supports the finance department with accounts payable and receivable tasks. 

Vendor and Technology Coordination (15%):

• Acts as an additional and supporting contact for IT and office equipment vendors.
• Manages the issuance and maintenance of key cards, laptops, office equipment, and provides basic IT support.
• Oversees the procurement and upkeep of technical and fixed assets.
• Interfaces with vendor support needs for employees working closely with director of IT. 

Onboarding and Departmental Support (10%):

• Assists the Recruiting and Training Manager in the onboarding process for new hires, providing support from workstation setup to orientation and scheduling. 
• Offers ongoing support for recruitment, compliance, training, and assists other departments with special projects as needed.
• Supports the Executive Team on projects as assigned by Chief of Staff. 

Other Duties as Assigned (5%)

• Performs other duties as assigned 

Minimum Qualifications

• At least 4 years of experience in administrative roles or office management, with a proven track record of managing office operations and supporting multiple facets of an organization. 
• Exceptional written and verbal communication skills.
• Outstanding organizational abilities and attention to detail.
• Strong proficiency in office software (Microsoft Teams, Word, Excel, Adobe, PowerPoint) and the ability to quickly adapt to new technologies.
• Ability to work independently and as a vital member of various teams.
• A solution-focused approach to addressing challenges and conflicts.
• Must be able to travel within HGSF’s tri-county service area (SF, Marin, San Mateo)
• Must be able to pass background check (In accordance with state and county law: convictions do not necessarily rule out employment, it depends on the nature and severity of the conviction and is evaluated on a case by case basis, check is conducted on last 7 years only.) 

Preferred Qualifications 

• A passion for the nonprofit sector and a keen interest in contributing to administrative excellence.
• Strong time-management and people skills, high degree of flexibility and excellent multitasking ability.
• Proficiency with office applications, and aptitude for learning new software and systems

Work Environment 
This job operates in a professional office environment and is in person M-F. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. 

Physical Demands 
This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and stand or bend as necessary. Must be able to travel within HGSF’s service area.