Office Coordinator

Eye Thrive•Saint Louis, MO

5d•Hybrid

About The Position

Eye Thrive is a 501(c)(3) nonprofit dedicated to empowering children through essential eyecare across the St. Louis region. The Office Coordinator is a vital role, supporting the CEO and Director of Human Resources to ensure efficient office operations and advance organizational priorities. This position provides high-level administrative, operational, and basic HR support, managing office functions like inventory, basic finance, and HR administrative tasks. The ideal candidate is highly organized, adaptable, discreet, possesses strong judgment and communication skills, and thrives in a fast-paced environment, contributing to operational excellence.

Requirements

Commitment to the mission and values of the organization.
High degree of integrity, discretion, and professionalism.
Ability to work independently and collaboratively in a dynamic environment.
Proficient skill level with Microsoft Office applications.
Proficient skill level with Google Documents, Sheets, and Calendar.
Ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work.
Ability to adjust to changing conditions or priorities.
Ability to make decisions and exercise good judgment.
Ability to communicate effectively both verbally and in writing.
Ability to quickly understand complex information, adapt to new challenges, and take initiative as a proactive self-starter.

Responsibilities

Acts as a vendor liaison for day-to-day operational needs at both the Eye Thrive office and warehouse, including building/facilities maintenance, furniture replacement/repair, office supplies, phone and internet providers, IT consultants, and copier maintenance/repair.
Receives and distributes incoming mail and packages.
Maintains overall professional appearance of the office and coordinates with building maintenance and outside vendors as needed.
Manages the purchasing and maintenance of administrative office supplies and monitors inventory levels.
Collaborates with IT support as needed to support team members.
Reviews and processes invoices and payments, including mileage and other reimbursements, ensuring accuracy and timeliness.
Verifies billing information and resolves discrepancies or disputes on incorrect invoices.
Uploads administrative invoices, payments, and all supporting documentation to the electronic filing system.
Oversees inventory management across the organization, including tracking, organizing, and maintaining up-to-date records of equipment and supplies.
Manages the intake of new inventory and coordinates the disposal of unusable items in accordance with organizational policy.
Partners with the Director of Human Resources to ensure a smooth transition for new employees.
Ensures all necessary technology is prepared and functional for new employees prior to their start date, including configuring and distributing laptops, allocating and distributing keyboards, monitors, etc., creating and activating email accounts, setting up calendar access, phone and ensuring access to all relevant systems, platforms, and internal communication tools.
Supports all offboarding activities.
Updates the HRIS and other internal systems with employee changes, job details, etc.
Assists with payroll coordination by preparing employee data, tracking time-off updates, and helping verify required administrative inputs.
Supports recruitment coordination by scheduling interviews, posting jobs, organizing candidate records, and maintaining hiring documentation.
Maintains the highest level of confidentiality and professionalism while handling sensitive and proprietary information, ensuring discretion in all communications and interactions.
Represents Eye Thrive with professionalism and warmth in all interactions.
Participates in supporting Operations/Development/Administrative teams (i.e. data management support, special events, survey review support, health fair liaison, etc.) as needed.
Collaborates with all team members to increase the efficiency of our service and impact of our organization.
Partners with leadership to help implement Eye Thrive’s strategic plan, and advance the plan by holding self accountable and collaborating with the team to ensure organizational priorities, goals, and targets are met as outlined in the work plan.
Participates in professional development opportunities, including coachings, trainings, and workshops.
Executes Eye Thrive’s mission by centering kids and families in all decisions and actions.
Lead with empathy, compassion, and trust in your interactions with site partners, kids, and teammates.
Maintains constant, consistent and open communication with all members of the Eye Thrive team in order to contribute to our “all hands on deck” organizational model - an informed team is a successful one.
Complete other tasks as assigned and required by CEO and Director of HR.