Office Coordinator Jobs

Lifeworks is seeking an Office Coordinator to create and maintain a warm, welcoming environment at the highly dynamic Lifeworks Main Office through exceptional customer service, top-notch administrative support, and enthusiasm and commitment to the Lifeworks mission and our partners.

This position will be a Lifeworks ambassador at our new, fully accessible, hybrid office centrally located in Richfield. They will be the first touchpoint for many Lifeworks customers, guests, and staff, whether on the phone, in person, or otherwise, and will ensure all individuals are assisted with consistent service standards and messages. The Office Coordinator will support administrative efforts as we seek to make our communities more accessible and inclusive.

Position Title: Office Coordinator

Department: Advancement

Hours: Full-time]; 40 hours/week, Monday – Friday (Non-Exempt)

Location: Lifeworks Main Office – Richfield, MN / 100% in-office role

Compensation: $20.50 - $23.00/hour

What we offer employees:

Lifeworks offers a comprehensive benefits package which includes:

• 403(b) retirement plan with company match
• 11 paid holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, plus a Personal Holiday)
• 18 days of PTO accrued in the first year of employment
• Career progression plan
• Medical, dental, and vision insurance
• Up to $3,000 annually in tuition reimbursement

Why work at Lifeworks:

As an industry leader, Lifeworks continues our commitment to self-determined support, careers with competitive wages, and developing innovative opportunities that enhance everyday lives. Through services that provide choice and build community – as well as through partnerships with over 500 businesses – Lifeworks serves more than 3,000 Minnesotans with disabilities and their families each year.

Lifeworks is proud to be recognized as a 2022 Top Workplace by the Star Tribune, ranking #28 among mid-size companies.

You’ll succeed in this role if you:

• Can work well independently and as a member of a team.
• Have strong time management, analytical, and problem-solving skills.
• Are extremely organized, detail-oriented, and reliable.
• Have robust experience working in customer-centered service with drive to go above and beyond.
• Can multi-task, manage, and meet tight deadlines in both fast and slow environments and never at the cost of exceptional customer service.
• Can be flexible in order to respond to people and their needs to find solutions or create new ones.
• Establish successful connections with both internal and external stakeholders through strong interpersonal skills.
• Are proficient in the use of all Microsoft Office applications and Zoom.
• Have reliable transportation to work.

How you’ll be spending your time:

Office Coordination

• Coordinating all USPS logistics, including mail delivery and sorting, postage machine oversight, and scanning and emailing items for select remote staff members.
• Serving as first point of contact for office-related vendors and building landlord, documenting all inquiries, actions taken, and next steps, and working with Transportation and Facilities Manager when needed.
• Leading and maintaining a welcoming environment at the Lifeworks Main Office using a hospitality driven approach.
• Conducting regular inventory audits of office supplies and materials, coordinating supply orders when appropriate.
• Responding to issues with on-site equipment, documenting all inquiries, actions taken, and next steps, and working with Information Technology when needed.
• Coordinating set up and tear down of conference rooms and other areas for meetings and support all staff with meeting preparations as requested.
• Maintaining office efficiency by keeping common areas of office clean and organized through such tasks as preparing coffee, wiping down counters, tidying, and requesting custodial service when needed.

Customer and Guest Engagement

• Minimizing wait times for customers, donors, and job seekers by handling small requests immediately in the moment. Tracking relevant details for team follow-up.
• Greeting, directing, and assisting any visitor at the Lifeworks Main Office by guiding them from start to finish with confidence, enthusiasm for our mission, and an eagerness to take on any conversation.
• Answering phone calls and emails with urgency, considering all inquiries as an opportunity to connect. Understanding each of Lifeworks’ programs and ensure people inquiring about the organization and wishing to engage are quickly and efficiently connected to the appropriate individuals.
• Leading and practicing exceptional customer service that represents the Lifeworks mission and brand to maintain a welcoming environment at the Lifeworks Main Office

Administrative Support

• Providing Lifeworks information as requested from external stakeholders.
• Defining great performance for self and seeks to continually develop skills to improve performances. Following safety procedures and assists in identifying safety needs for self and others. Contributing to the organization’s mission by complying with policies and procedures, using resources wisely and performing other duties as assigned as necessary.
• Supporting the Advancement Team with database entry, maintenance, and reporting with a high level of data integrity.
• Collaborating with the Marketing Team on social media and intranet posts.
• Participating in Advancement Team meetings and planning.
• Collaborating with internal teams on in-house mailings via mail merge, such as donation acknowledgements and human resources notifications.
• Supporting and working at organization events, including some early morning or evening support.

Lifeworks Services is committed to hiring people from a variety of diverse cultures with diverse life experiences. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, familial status; genetic information, or any other characteristic protected by law.

Lifeworks Services is an equal opportunity employer, and we encourage members of diverse groups to apply.

Qualifications:

• Candidate must complete and pass a pre-employment background study; a physical and drug screen; and have access to reliable transportation for work purposes.
• Must be able to work from the Lifeworks Main Office Monday – Friday, 8:00 am – 4:30 pm
• Marketing and/or communications experience preferred
• Experience with customer service, willing to go above and beyond to create a great experience for customers.
• Experience working with people who have disabilities preferred
• Minimum of two years of relevant work experience; High school diploma required, two-year degree in related field preferred, or combination of education and experience to equal two years.
• Experience with coordinating in-person office operations preferred