Part-Time Office Coordinator

DEPARTMENT: Shared Services
REPORTS TO: Senior Vice President, Operations & Project Development

Summary

The Part-Time Office Coordinator plays a key role in maintaining a safe, organized, and welcoming environment for staff, visitors, and vendors. This position supports daily office operations, ensures essential facilities functions are performed, and serves as the first point of contact for guests. The ideal candidate is dependable, detail-oriented, and comfortable balancing routine tasks with occasional urgent needs.

Essential Duties

Office Operations & Safety

• Conduct and log floor checks to ensure a clean, safe, and functional workspace.
• Monitor lobby activity and provide a security presence, maintaining awareness of emergency call procedures and utilizing them if required.
• Serve as the volunteer Fire Warden, assisting with emergency preparedness and response.
• Communicate with the property manager to report and resolve any building or floor issues.

Visitor & Vendor Coordination

• Event guest management
• Connect with onsite vendors, accept messenger and catering deliveries, record relevant information, and promptly notify recipients.

Facilities & Supplies Management

• Restock and maintain the pantry daily and ensure all office supplies are properly stocked and organized.
• Maintain the overall appearance of the office to ensure it is always presentable for guests and staff.

Storage Oversight

• Maintain inventory of supplies and ensure the space remains organized.
• Log, sort, and distribute incoming mail and packages in a timely manner.

General Responsibilities

• Maintain a clean, safe, and welcoming office environment for staff, visitors, and vendors.
• Serve as the primary onsite contact for visitors, deliveries, and vendors, ensuring smooth daily operations.
• Monitor building safety and security, including emergency preparedness procedures.
• Oversee inventory and organization of office supplies, pantry items, and mailroom materials.
• Coordinate incoming and outgoing mail and packages, ensuring timely distribution.
• Communicate with the property manager and external vendors to address maintenance and operational needs.
• Support special projects and other tasks assigned to ensure efficient office operations.

Supervisory Responsibilities

None.

Requirements

• Previous experience in office coordination, facilities support, or administrative operations.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills with a customer-service mindset.
• Ability to manage multiple tasks efficiently and work independently.
• Basic proficiency in Microsoft Office Suite, Google Workspace, or similar office tools.
• Experience working in a nonprofit or mission-driven environment.

Work Schedule

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Part-Time scheduling of approximately 20 hours per week, 3–4 days per week required.

Physical Requirements

This role involves light to moderate activity, including standing, walking, bending, and occasional lifting of supplies or packages (up to 25 lbs).

Compensation & Benefits

Salary: $20,00 -$25.00 per hour. This is Part-time, non-exempt position.

In addition to salary, part-time employees may be eligible to participate in retirement plans, and receive benefits such as prorated paid time off and those required by law.