Office Coordinator

Open Arms Perinatal Services • Seattle, WA

13d • $0 - $28 • Hybrid

About The Position

Open Arms is seeking an Office Coordinator who is passionate about maintaining a welcoming and safe facility for staff, clients, and visitors. This role is central to a busy work environment and requires flexibility and multitasking. The Office Coordinator will provide daily support to the Operations Lead, Operations Administrator, and Managing Director, interacting regularly with staff, contractors, volunteers, and clients. Fluency in Spanish and English is essential, as is strong proficiency with technology and cloud-based systems to support a mobile and hybrid team.

Requirements

• 1-year prior successful experience in operations, an administrative capacity, or a related role.
• Fluent in verbal and written Spanish and English.
• Strong interpersonal skills - friendly and welcoming; able to work collaboratively with colleagues from diverse backgrounds; show patience and support when assisting others.
• Effective communication skills over the phone, through email, and face-to-face.
• Maintain a consistent schedule in person Mondays – Fridays, generally during 9am-5pm (some flexibility with the start and end time).
• Passionate about organization and keeping offices in order.
• Approach work with a flexible nature - Ability to multitask and reprioritize in the moment if a time-sensitive need arises. Comfortable with change and adapting to new structures and systems.
• Aptitude for troubleshooting with creativity and resourcefulness.
• Ability to plan, coordinate, and organize work projects solo and as a team.
• Highly organized with strong attention to detail, follow up, and task management.
• Ability to develop positive relationships with clients, doulas, providers, organizations, and staff. Demonstrated success in working collaboratively with others.
• Extremely comfortable with technology including proficiency with email and Microsoft Office applications, especially Excel, Outlook and Word.
• Experience with cloud-based applications such as Microsoft OneDrive and working in databases. Applicant is not required to be an expert on these tools but should be comfortable using and learning online tools.
• Ability to maintain confidentiality around sensitive information.
• Passion for and commitment to the mission of Open Arms and community-based work.
• Experience in working with a diverse staff and with communities of color. The applicant should have a strong racial, disability, gender and economic justice framework.
• Commitment to anti-oppression and de-colonization work with a focus on racial equity and reproductive justice, specific to birth justice.
• COVID-19 proof of full vaccination, booster after January 2022, or medical or religious exemption request is required for in-person work.
• Background check and reference checks required.
• Proof of eligibility to work as an employee in the U.S. and a Washington state resident.
• Access to reliable transportation for pick-up and transporting supplies when needed. Proof of current driver’s license and insurance required.
• Ability to move boxes and small furniture when needed, less than 50lbs.

Nice To Haves

• Work experience in birthwork, parenting, or early learning are a plus.
• Active or current doula certification.

Responsibilities

• Maintain a regular in-person schedule at the office Monday through Friday, generally 9am to 5pm, with some flexibility in start and end times.
• Warmly welcome and direct visitors, requiring fluency in Spanish and English. Coordinate with other translation services if needed.
• Ensure offices are safe, clean, efficient, and welcoming by tidying up regularly.
• Coordinate maintenance requests with the building owner.
• Support facility improvement projects, including signage updates, furniture assembly, and reorganization. Translate signage or coordinate translation when necessary.
• Proactively replenish, purchase, and organize supplies.
• Handle occasional local deliveries or mailings to offsite team members.
• Make recommendations for frequently requested needs.
• Maintain online systems for tracking and inventory of supplies and equipment.
• Distribute mail and packages daily, following financial processes for recording checks and incoming mail.
• Set up and maintain office equipment, computers, and devices by working with vendors, including monthly meter reads, troubleshooting, and tracking maintenance schedules.
• Maintain off-site storage through regular inventory, maintenance, and item drop-off or pick-up.
• Support with online and offsite filing systems.
• Support organization-wide activities such as meetings and employee celebrations.
• Assist with daily HR tasks, including onboarding and exiting employees and contractors, documentation filing, and light data entry.
• Provide logistical support for meetings and events, including scheduling, room reservation, technology setup, meals, refreshments, and preparing supplies.
• Support occasional evening or weekend events with advance notice.
• Refresh printed materials and resources available at the office.
• Attend team and organization meetings.
• Support with occasional projects and related duties as needed.

Benefits

• Paid health, dental, vision, and disability insurance
• Generous paid time off including vacation, sick, and holidays: 13 days of vacation per year for full-time employees with anniversary increases; 12 days for sick and safe time; 23 paid holidays; 2 floating holidays
• Employee assistance program
• Mileage reimbursement
• Professional development opportunities
• 401k employer match starting later in 2026
• Option to contribute to a 401k, flexible spending and dependent care expenses account, and supplemental insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed