Office Coordinator for Operations

The Greenlining Institute•Oakland, CA

7h•$62,275 - $71,000

About The Position

The Greenlining Institute works towards a future where communities of color can build wealth, live in healthy places filled with economic opportunity, and are ready to meet the challenges posed by climate change. We work with communities of color to: Understand and analyze the racist barriers to economic opportunity. Demand accountability from the public and private sectors to combat injustice. Foster consensus-building that produces long-term change and success. Bridge research and policy to spearhead innovative strategies at the intersections of racial, economic, and climate equity. To achieve our vision, we focus on four strategic issue areas: 1. Economic Equity 2. Climate Equity 3. Transformative Communities 4. Leadership Academy The Greenlining Institute is deeply committed to justice and equity not just in the work we do in communities, but also within our organization. We actively work to create a diverse, inclusive, and supportive workplace that values lived experience, community wisdom, and racial equity. We particularly encourage applications from Black, Indigenous, and People of Color (BIPOC), immigrants, LGBTQ+ individuals, and those with lived experiences in historically marginalized communities. Please note: you are not required to list your academic institution if you prefer not to disclose that information. To learn more about our work and impact, please visit As the Operations Coordinator, you are more than an administrator; you are the architect of our community’s first impressions and the engine behind our daily efficiency. Beyond managing our 360 Center and streamlining our operations, you are a critical bridge within our internal infrastructure, working collaboratively with the Finance, Operations, and HR teams to ensure organizational alignment and efficiency. Whether you are supporting the onboarding of new hires, managing vendor relationships, or coordinating staff retreats, your work provides the essential foundation that allows our team to focus on dismantling racist barriers and building economic opportunity for communities of color.

Requirements

High School Diploma or GED required. Any applicants with degrees are not required to disclose their educational institutions during recruitment, but to be verified post offer acceptance
One year of direct, related experience in a similar role to the position
Ability to prepare well-organized written reports and other communication documents
Ability to deliver effective presentations to diverse groups and present complex information in a meaningful way
Strong project management skills to manage multiple priorities, stakeholders, and workflows
Experience using Slack, Google Suite, and Microsoft Office Suite
Ability to adhere to a project budget and timeline, and assist coordinating with outside consultants
Work collaboratively with finance and operations team
Flexibility to occasionally work evenings, and weekends, as events may occur outside regular business hours
Ability to work with significant independence responding creatively and strategically when confronted with complex and multifaceted opportunities and challenges, and being able to manage supervisory relationships at multiple levels

Nice To Haves

Previous experience in customer service, event hosting, receptionist, or administrative assistant roles is preferred
Demonstrated commitment to Greenlining’s mission and experience in advancing social justice, equity and inclusion for people of color
Service-oriented personality; proven ability to work with emotional intelligence, navigating individual and team conflicts productively, with empathy and integrity
Excellent verbal and written communications skills
Strong project management skills to manage multiple priorities, stakeholders, and workflows with strong attention to details
Physical stamina to stand for extended periods and lift/move objects of light to moderate weight as necessary

Responsibilities

Management of administrative front office includes greetings all visitors, and help connect them to the person they came to meet with, and maintaining the front office in a clean and professional manner
Manage incoming phone calls and inquiries
Maintains an organizational calendar, including the scheduling of All Staff Meetings
Management of conference room reservations for GLI and 360 Center tenants, Handles incoming and outgoing mail, packages, and deliveries
Responsible for management, acquisition, and inventory of office supplies
Supports other administrative tasks such as, but not limited to, data entry, filing, photocopying
Responsible for logistics (space, food, supplies) for GLI staff meetings and retreats
Supports Greenlining internal events with logistical tasks as needed
Connect with local networks to ensure that there is awareness about the space and there is greater use of the space
Handles inquiries for room rentals, provides information, and assists with the contract process
Manages the calendar for the 360 Center spaces.
Coordinate with event organizers to understand the event agenda and access for any specific requirements they may need
Assist with setting up event spaces, including arranging furniture, decorations, and audio-visual equipment as needed
Provide day-of technical support for meetings and events, including Zoom, microphones, and conferencing systems
Ensure conference rooms are properly equipped, functional, and technology-ready
Conduct routine checks and basic troubleshooting of A/V equipment
Address guest concerns or issues promptly and professionally, providing suitable solutions when necessary
Collaborate with other event staff to ensure all aspects of the event run smoothly
Ensure that conference spaces are returned to their original ready-to-use state
May support troubleshooting common hardware and software issues, including laptops, monitors, printers, Wi-Fi connectivity, and conferencing tools
Assist staff with basic application support (Google Workspace, Zoom, Slack, Adobe, etc.)
Escalate complex or unresolved issues to external IT vendors or senior staff as appropriate
Support onboarding and offboarding processes by setting up and disabling user accounts, equipment, and access credentials
Assist with password resets and access permissions for shared systems and tools
Maintain accurate records of assigned equipment and system access
Coordinate with external IT service providers and vendors as needed
Assist with scheduling service visits and tracking support requests
Assist with basic data entry and recordkeeping related to IT operations
Contributes to a work environment and culture that is centered on equity and inclusion
Handles multiple projects simultaneously including setting targets for milestones, adhering to deadlines and securing necessary resources
Cultivates growth in all core competency areas including Communication, Collaboration, Strategic Innovation, Technical Expertise, Adaptability, and Accountability