Office Coordinator

Cradles To Crayons • Newton, MA

5d • $24 • Onsite

About The Position

The Office Coordinator is responsible for balancing administrative tasks, volunteer engagement in the Giving Factory lobby, and general production assistance, while offering a high level of customer service to visitors to our building. This is an in-person role with a Tuesday-Saturday schedule. The Office Coordinator will support the Massachusetts market by greeting, directing, and assisting all visitors and volunteers; answering and triaging calls to the main number; answering and directing emails to the main inbox; and preparing volunteer nametags. They will support the Massachusetts market by maintaining our lobby and common office spaces, ensuring staff supplies are available, preparing conference rooms for stakeholder meetings, assisting the [Madison’s title] with staff and board meeting facilitation, and other administrative support tasks as needed. The Office Coordinator represents the organization and models and leads a positive “One Cradles” culture, underpinned by Cradles to Crayons’ Cultural Values and Norms.

Requirements

• Bachelor’s degree, Associate’s degree, or equivalent work experience.
• Previous office/administrative experience preferred.
• Proficiency with Microsoft Office suite (strong Excel, Word, and Outlook skills).
• Experience with Salesforce or comparable Customer Relationship Management software preferred.
• Strong attention to detail and organizational skills.
• Ability to read, speak and write fluent English, accompanied with excellent written, presentation and communication skills; conversational Spanish skills a bonus.
• Ability to communicate with co-workers, volunteers, vendors, and stakeholders in a courteous and professional manner.
• Strong customer service skills.
• Ability to work effectively, independently, under supervision, and in a team-based and goal-oriented environment.
• Ability to balance and prioritize multiple tasks and deadlines.
• Easily walk up and down stairs, stand for up to 2 hours, bend down, reach, push and pull and lift up to 50 lbs.
• Ability to work evening hours on occasion.

Responsibilities

• Reception and Volunteer Support (50%) Create a positive experience for all arriving visitors to our Giving Factory: Volunteers, Contractors, Donors, Delivery Drivers, etc.
• Manage the experience and administration tasks for volunteers entering and exiting our Giving Factory, including: Prepare lobby area for volunteers, printing all pre-registered name badges for volunteer shifts, including weekend and special shifts.
• Ensure volunteer registration kiosks are in working order. Report issues with kiosks to IT team as needed.
• Assist late-arrival volunteers in completing their waivers and finding their assigned volunteer station.
• Record volunteer hours and information in Salesforce.
• Sign off on volunteer hour documentation as requested by volunteers.
• Assist with volunteer registration and scheduling as needed.
• Thank departing volunteers, encourage future visits and respond to any last questions or requests for information.
• Manage the general Cradles to Crayons Massachusetts phone line. This includes answering phone calls, assisting with general inquiries, transferring calls, and taking and relaying messages.
• Manage the general Cradles to Crayons Massachusetts email inbox. This includes responding to general inquiries and forwarding specific inquiries to the correct department.
• Office Coordination (40%) Maintain the lobby area to be organized, professional, and neat in appearance.
• Purchase office and kitchen supplies for the Boston market as directed by the Manager, Administration.
• Maintain and organize office supplies throughout the office neatly and in a sustainable manner.
• Maintain a sanitized, clean, safe, and efficient environment in the general office area, meeting rooms and kitchen, ensuring the spaces are prepared and ready for each day.
• Other duties as assigned by the Manager, Administration.
• Other Responsibilities (10%) Assist with general Cradles to Crayons operations and signature fundraising events as needed .
• Establish and maintain effective communication and coordination with management, other staff, distribution partners, volunteers and visitors.
• Attend and participate in meetings as required.
• Always work in a safe manner and contribute to providing a safe and secure environment for other employees and volunteers.
• Maintain security of data, follow all IT policies and store all institutional materials on file server.
• Other duties, as assigned.

Benefits

• Health benefits including medical, dental, vision and a Health Reimbursement Arrangement
• A monthly cell phone and internet usage stipend
• Employer-sponsored short- and long-term disability and basic life insurance
• Retirement plan matching
• Annual professional development stipend

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees