Administrative Coordinator II

Community Food Bank of Southern Arizona•Tucson, AZ

9d•$19 - $27•Onsite

About The Position

The Administrative Coordinator II serves as a lead point of contact for clients, volunteers, visitors, and staff, providing coordination and administrative support across the admin team. The role manages meeting, event, and Board logistics, coordinates front office operations, and acts as a resource to Coordinator I staff to help maintain an organized, efficient, and welcoming office environment. The position leads daily front desk coverage and supports office administration, including supply inventory, shared spaces, the breakroom, lost and found, mail, visitor procedures, and office equipment. It coordinates internal and external meetings and events from planning through on-site support, including catering and venue logistics, and leads preparation of Board meeting materials and refreshments. It also guides Coordinator I staff, models office procedures, and maintains organizational labeling, nameplates, and signage systems. The role is based at CFB Tucson in Tucson, Arizona. It is full-time, with a stated salary range of $19.19–$26.86 per hour. The position requires the ability to exert 50 pounds of force occasionally, up to 10 pounds frequently, and a negligible amount constantly to move objects. CFB is a drug- and tobacco-free workplace and an equal opportunity employer committed to diversity and to its core values of Dignity, Integrity, Collaboration, and Impact.

Requirements

High school diploma or equivalent.
Two years of experience in a fast-paced, complex work environment demonstrating organizational and follow-through skills.
Bilingual in English and Spanish.
Proficiency with Microsoft Office Suite and Office 365, and aptitude to learn other software platforms.
Valid Arizona driver's license with a clean driving record and ability to travel to CFB locations.
Knowledge of front desk and general office administration practices and procedures.
Ability to greet and assist visitors, answer and route calls, and use an IVR or similar messaging system.
Ability to operate standard office equipment, including copiers, printers, and postage/mail equipment, and maintain related supplies.
Ability to securely handle and receipt cash and food donations.
Ability to accurately maintain records, logs, and inventories, including visitor logs, supply inventory, and mail distribution.
Ability to produce labels, nameplates, and signage using standard office software.
Strong customer service, communication, and listening skills.
Effective time management and organizational skills, including the ability to manage competing priorities in a fast-paced environment.
Ability to work with people from diverse economic, social, and political backgrounds.
Ability to coordinate catering, food delivery, and external venue logistics, including vendor communication.
Ability to independently plan and execute meeting, event, and Board logistics.
Ability to guide and check the work of Coordinator I staff and model office procedures.
Ability to exert 50 pounds of force occasionally, up to 10 pounds frequently, and a negligible amount constantly to move objects.
Equivalent combinations of education and experience may be considered when directly related to the job's functions and required body of knowledge.

Nice To Haves

Prior experience coordinating events or meetings, or providing Board or executive support.
Experience guiding or mentoring administrative staff.

Responsibilities

Greet and assist visitors, directing them to appropriate resources, staff, or departments.
Answer incoming calls and route callers; ensure regular message updates are recorded on the IVR.
Receive cash and food donations and provide receipts as needed.
Follow visitor procedures, monitor the visitor log, issue visitor badges, and help maintain building security.
Maintain a clean, organized front desk and reception area.
Collect incoming mail, secure it until processing, and distribute it to staff mailboxes.
Lead day-to-day front desk coverage, provide backup, and serve as the first escalation point for desk issues.
Provide administrative support to departments and organizational teams.
Manage office supply inventory, including stock monitoring, periodic counts, storage organization, reorder points, and supply availability.
Manage breakroom coffee and kitchen supplies, inventory, stocking, vendor relationships, equipment maintenance, and upkeep.
Keep conference rooms, copy rooms, lounges, and other shared spaces stocked, organized, and operationally ready.
Manage the organization's lost and found.
Coordinate internal and external meetings and events, including logistics, scheduling, and on-site support.
Lead meeting and event setup, including room preparation, supplies, coffee, and refreshments.
Coordinate catering and food deliveries, including vendor communications, orders, scheduling, and delivery oversight.
Coordinate reservations and logistics for external meeting venues.
Independently troubleshoot routine meeting and event logistics issues and escalate complex or high-impact issues.
Lead preparation of Board meeting binders, materials, and refreshments, and coordinate Board meeting logistics with the admin team.
Implement and maintain organizational labeling, nameplates, and signage systems in accordance with established standards, coordinating updates and design needs with Marketing as required.
Orient, guide, and check the work of Coordinator I staff; model office procedures and serve as a resource for front desk coverage decisions.
Participate in team and organization-wide meetings, provide updates on assigned responsibilities, and identify opportunities for continuous improvement.
Perform other duties as assigned; duties and responsibilities may change, and reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.