Administration Support Coordinator

Administration Support Coordinator

The Administration Support Coordinator plays a key role in creating a positive first impression for everyone who connects with our organization. Often serving as the primary point of contact, this position answers incoming calls, monitors the general voicemail and email inbox, and ensures each inquiry is met with a timely, accurate, and welcoming response. Whether providing information directly or connecting individuals with the right staff or program, the Administration Support Coordinator helps community members feel supported while also keeping our internal office operations organized and efficient, allowing the team to stay focused on advancing our mission and serving our community.

This is a part-time (onsite) position working 20 25 hours per week, Monday through Friday, with the possibility of flexible scheduling to accommodate other commitments.

Responsibilities include, but are not limited to :

• Answer incoming calls in a friendly, professional manner providing resources to assist callers or connecting callers with the appropriate program staff member. Also ensuring that voicemail inquiries are appropriately routed or responded to in a timely manner.
• Regularly monitor several general email inboxes responding to senders or forwarding emails to the appropriate team member in a timely manner.
• Manage incoming and outgoing mail and packages - collect incoming mail from company post office boxes and street mailbox on a routine basis, distribute mail, maintain and assign staff mail cubbies, print postage, prepare overnight mailings and packages, and ensure outgoing mail is delivered to the post office or package carriers in a timely manner.
• Maintain adequate office supply inventory in an organized manner, ensuring that supplies are available when needed and support the operations team to ensure that deliveries are distributed to the appropriate areas in a timely manner.
• Maintain general cleanliness and organization of office common areas, including office kitchen and restroom and employee break room, emptying garbage and recycling bins, keeping kitchens organized and sanitary, and regular sweeping as needed.
• Assist with scheduling and coordinating internal meetings and providing set-up and end-of-meeting support as needed.
• Organize and maintain the Administrative SharePoint digital filing system in accordance with document retention policies and assist with archiving paper files as requested.
• Under the direction of the Communications team, regularly assist with gift shop online order fulfillment, including pulling stock, printing shipping labels, packaging and shipping orders.
• Assist the Finance team with logging and scanning of donation checks, ensuring accuracy and timely routing to the finance team.
• Assist the People Operations department with updating Administration Guides and other pertinent information to support efficient office operations.
• Provide general administrative support for other tasks and projects across all departments as requested by management.

Minimum Required Skills / Qualifications

Employee Benefits

Employment Details

The information included above in this job description indicates the general nature and level of work performed by employees in this position. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned this position. Furthermore, nothing in this job description restricts management's ability to assign or reassign duties and responsibilities to this job at any time. Pasado's Safe Haven believes that each employee makes a substantial contribution to the organization's success. That contribution is not limited by the assigned responsibilities in this job description. It is the expectation of Pasado's Safe Haven that each employee will offer their skills wherever and whenever necessary to ensure the success of the organization.