Office Coordinator, Business Services

Position Title: Business Services Office Coordinator

Organization: Jewish Family Service of San Diego

Department: Business Services

Position Type: Full-Time (37.5+ hours/week), Non-Exempt

Work Setting: Onsite

Reports To: Director of Business Services

Pay Range: $20 to $24/hour

Total Compensation:

In addition to standard pay, compensation for this position includes:

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness
• 13 observed Federal and Jewish holidays
• 4 Floating Holidays each year, which employees select from over 60 religious holidays and community days of importance
• Generous paid vacation time and sick leave

Jewish Family Service of San Diego has a duty to provide and maintain a workplace that safeguards the health of our employees and their families, our guests, our volunteers, and the community from the COVID-19 virus. To help prevent the infection and spread of COVID-19, JFS requires that all of its employees be fully vaccinated against COVID-19. We make accommodations for eligible medical and religious exemptions, which can be discussed upon hire.

Position Overview:

As the Business Services Office Coordinator at the Joan & Irwin Jacobs Campus, you’ll play an essential role in shaping the feel of our daily operations. Working directly with the Operations team, you will assist with daily activities within the division. Our ideal candidate is a positive, self-starter who has a particular attention to detail, is keen on multitasking, strong prioritization skills, is committed and will bring professionalism and poise to JFS, is responsive, always looking for ways to do something better, and likes to keep things clean and orderly. The Office Coordinator must have proven efficiency in operating a multi-line phone system, providing administrative support, and dealing capably with queries.

Responsibilities:

• Oversee, coordinate, and provide back-up to receptionists for both JFS’ Administration and Client Services lobbies, including:
  • Check guests/clients in/out in a welcoming manner
  • Provide culturally competent support to all clients
  • Proficiently answer/reroute calls and emails
  • Ensure lobbies are clean and organized
  • Direct vendors/deliveries
  • Monitor campus security cameras
  • Receive and sort mail
  • Maintain good communication with campus security & Facilities team
  • Distribute and maintain log of staff badges, parking permits, and office keys
• Manage the mail machine, including training staff & tracking accounts
• This position will represent the Business Services division for all new hires, including attending new hire orientations, prepare & create name badges and name plaques, and handle all parking assignments
• Assist the Director of Business Services by providing reports for the Accounting & Finance division, as appropriate
• Provide administrative support to the Director of Business Services and Director of Facilities
• Monitor campus security cameras
• Assist with the management of EV charging stations on main campus by creating staff accounts as requested and manage account log
• Assist the Director of Business Services on business insurance related matters
• Ensure lobbies are clean and organized
• Proficiently answer/reroute calls and emails
• Complete monthly department credit card reconciliation; Submit invoices for payment
• Assist with staff parking program on main campus by maintaining up-to-date records of staff vehicles, parking assignments, parking permits, as well as coordinate the enforcement of campus parking procedures
• Distribute and maintain log of staff badges, parking permits, and office keys
• Provide culturally competent support to all clients
• Other duties as needed/requested
• Coordinate the ordering and maintain inventory of general office supplies
• Direct vendors/deliveries
• Receive and sort mail
• Maintain good communication with campus security & Facilities team
• Assist with file management by working with JFS vendor and appropriate staff members to coordinate document retrieval/send off and destruction for offsite storage
• Check guests/clients in/out in a welcoming manner

Skills/Experience/Abilities That Are a Must-Have:

• High school diploma or GED required
• 3+ years of experience working as an Admin or Receptionist
• Proven ability to contribute both independently and as a team member, to take initiative and follow instructions
• Must be punctual
• Must be comfortable enforcing the agency’s policies and procedures
• Strong organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time, and meet deadlines; strong attention to detail
• Intermediate computer knowledge using Microsoft Outlook, Excel and Word
• Excellent communication and customer service skills
• Able to maintain HIPPA compliant confidentiality
• Ability to work independently, sometimes with limited supervision
• Excellent problem-solving skills and the abilities to prioritize tasks and manage time effectively
• Must be dependable, reliable, responsible and have a strong work ethic
• Must have a valid CA driver's license, a clean driving record, insurance, a reliable personal vehicle, and a willingness to occasionally travel off-site for job related tasks

Important Notice:

Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).

About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community. For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving. At Jewish Family Service, we believe our employees are the backbone of our Agency. We strive to ensure that each employee is treated with dignity and respect. Our goal is your success. Come work at JFS and be our partner in Moving Forward Together. To learn more about JFS, please visit jfssd.org.

• Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.