Office Coordinator

Signs of Hope•Las Vegas, NV

18d•$21 - $22

About The Position

The Office Coordinator manages day-to-day Counseling Center operations and provides administrative support, including scheduling, document preparation, invoice processing, staff coordination, and maintaining a welcoming, organized office. The Coordinator works under the CEO, serves as a first point of contact for visitors and callers, and is expected to maintain an upbeat, professional demeanor. There are no direct reports. The role supports Signs of HOPE’s mission of providing hope, help, and healing to people affected by sexual violence and exploitation. It requires strong attention to detail, time management, multitasking, flexibility, discretion, and commitment to confidentiality. The Coordinator handles clerical and administrative processes, supports client-facing operations, coordinates office resources and meetings, and assists with special events. Employment is contingent upon a satisfactory FBI background report and passage of a pre-employment drug screening.

Requirements

Knowledge of clerical and administrative procedures and systems, including filing and record keeping.
Skill using office software, systems, and equipment, including Microsoft Word and Excel, copy machines, and scanners.
Ability to work independently with minimal supervision and prioritize multiple tasks and projects simultaneously.
Effective time-management skills.
Ability to handle confidential information discreetly and diplomatically.
Ability to read, write, and speak English, with excellent verbal and written communication skills, including basic editing, proofreading, grammar, spelling, and punctuation.
Fluency in written and verbal English and Spanish.
Excellent attention to detail and accuracy.
Flexibility and adaptability, strong interpersonal and customer-service skills, and ability to work effectively in a team environment.
Positive, customer-service-oriented attitude and willingness to roll up sleeves to complete work.
Demonstrated enthusiasm and commitment to Signs of HOPE’s mission and core values.
Knowledge of QuickBooks or other accounting software.
Bachelor’s degree in Business, Public Administration, Human Services, Hospitality, or a related field, or equivalent experience and/or training, or an equivalent combination of education and experience.
At least three years of experience in an administrative or clerical position with responsibility for general office work and procedures.
Valid driver’s license.
Satisfactory FBI background report and passage of a pre-employment drug screening are employment contingencies.

Nice To Haves

Experience in a nonprofit or human services environment is preferred.
Knowledge of poly-victimization issues and the dynamics of grooming, abuse, and power dynamics.

Responsibilities

Support Signs of HOPE’s mission of providing hope, help, and healing to people affected by sexual violence and exploitation.
Oversee office operations, including cleaning and keeping the office organized.
Provide front-office coverage, open the door, and greet visitors.
Maintain working knowledge of confidentiality and HIPAA compliance.
Receive incoming calls and provide clients with necessary documentation, including intake paperwork and release-of-information forms.
Communicate regularly with Signs of HOPE staff.
Schedule clients for counseling and group counseling sessions as needed.
Respond to requests for medical records as needed.
Address issues or concerns raised by clients.
Perform clerical duties, including copying, faxing, mailing, and filing.
Maintain administrative filing systems and file and retrieve organizational documents, records, and reports.
Maintain confidentiality in client, staff, and agency interactions and document processing.
Maintain the conference room schedule and ensure the room is ready for use.
Sort and distribute incoming correspondence, including mail and email.
Prepare correspondence as needed, including writing and editing emails, drafting memos, and preparing communications on the CEO’s behalf.
Set up and coordinate meetings and conferences for the CEO as needed.
Compile, transcribe, and distribute meeting minutes.
Order and organize office supplies.
Submit agency invoices to the accounting team.
Assist with special events, including fundraising activities.
Maintain strong knowledge of Signs of HOPE’s goals, program model, culture, and key stakeholders.
Perform other duties as requested or assigned.