JVS - Bay Area | Office Administrator
JVS Bay Area - santa clara, CA
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Why Join JVS? JVS is a nonprofit working to close opportunity gaps in employment by supporting jobseekers with the skills and confidence to secure quality careers with family-sustaining wages. Grounded in core values of racial equity and focused on helping our program participants achieve economic mobility, we believe everyone deserves access to training and the chance for a good job. JVS develops training programs in close partnership with employers in high growth sectors, offering high quality jobs.Building on decades of experience and success, JVS is a data-driven organization that takes a whole systems approach to addressing employment and economic equity. Through our direct service programs, employer engagement and policy change, JVS is working toward a future where everyone has access to quality education and training programs that lead to high quality employment and economic mobility.The Role The Office Administrator will oversee the daily workflow of administrative operations at our San Francisco office. This role will serve as the primary point of contact for all in-office space and facilities management and coordination, staff and guest experience, safety and monitoring, administrative and scheduling support, and provide light technical support. This role requires excellent organizational, multitasking, and communication skills to manage office logistics, support staff, and address facilities needs promptly. This role reports to the Human Resources Manager and is 100% in-person at JVS's office.ScopeGeneral Office ResponsibilitiesProvide excellent customer service and receive and direct all staff, vendors, and visitorsManage organization of floor plan and ensure the office space is ready for daily businessSupportassist in facilities and IT managementBackup administrative support to Executive Management Team (EMT) such as scheduling, coordination, meeting support, and ordering foodManage and respond to multiple email inboxes, ensuring timely and professional communication.Handle incoming and outgoing phone calls, including screening, routing, and taking messages as needed.Manage incomingoutgoing mail (both physical and online)Keep common areas well stocked and tidyCoordinate with external vendors and service providers (e.g., catering, cleaning, IT support); manage Certificates of Insurance (COI) for vendors and contractors, verify coverage, and maintain compliance with company standardsSupport onboarding and offboarding processes for new and departing employees including managing equipment shipment and returns and addingremoving access to systemsProvide light technical support including Zoom room set-up, retrieving and sending technical supplies, use of Zendesk ticketing, and other tasks as neededOrganize and maintain files, records, and documents, both digital and physical; digitize when necessaryManage office supplies and inventory, ensuring items are stocked and within budgetEnsure that all office equipment are functionalEvent Coordination and Support:Assist and support large group and team meetingsOrganize and plan team member events (office lunchesbreakfasts, holiday parties and celebrations, offsite meetings, etc.)Lead Happy Campers Committee ("Fun Committee") including agenda creation and facilitationAssemble basic office furniture (e.g. bookshelves) and lift, carry, or move items weighing 20 pounds or more as needed to support office setup and maintenance. Perform other related duties when neededFacilities Coordination and SafetyOversee the maintenance and repair of office equipment and facilities, coordinating with maintenance, custodial staff, andor vendors as neededCoordinate space planning and office layout changes to support staffsubleaser needs and optimize workspace usageSupport office subleasers including, but not limited to, providing instructions on how to book a zoom room and how to set up their desktop; manage remote desktop environmentReceive, manage, and process work order requests; ensure problems are resolved quicklyConduct regular inspections to identify and address facility-related issues proactivelyParticipate in the Safety Committee; assist in the creation and implementation of JVS emergency preparedness plansLead in-office emergency safety, protocols, and trainings as neededApply andor assist with application(s) for required environmental permitsCollaborate with building management to ensure compliance with building safety, security and emergency preparedness measuresConduct Safety Orientation for new hires and coordinate annual building safety trainingsMinimum Qualifications Minimum of two (2) years of experience in office administration, facilities management, andor other administrative dutiesExcellent organizational and multitasking skills with strong attention to detailFamiliarity with common procedures and principles used in the officeExcellent verbal and written communication skillsStrong customer service and relationship management skills; able to work in a multicultural environment with diverse staff and clienteleTakes initiative; ability to work independently and as part of a teamComfortable handling confidential informationGood judgementdecision making abilityAbility to function well in a high-paced and at times stressful environmentBasic understanding of how to operate standard business and technology equipmentProficiency with Zoom, SLACK, and Microsoft SuiteProficiency in using basic tools and equipment required for furniture assemblyAbility to lift, carry, andor move packages weighing 20 pounds or morePreferred Qualifications Experience working with IT equipment and IT supportExperience developing standard operating procedures and promoting process improvementExperience working with vendorsExperience leading in-office emergency safety protocols and emergency preparedness plansWhat We Offer Annual Salary: $70,000 - $75,000Equitable pay100% covered medical and dental plans for the employeeAccrued sixteen (16) days of Vacation + accrued ten (10) days of Paid Sick LeavePaid federal and Jewish holidays3% 403(b) retirement contribution match and 3% non-elective contributionHealthcare and Dependent Care FSAPet Insurance DiscountsEmployee Assistance ProgramProfessional development opportunities and $500 Office Equipment stipend4 Day Work WeekJVS is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender, gender identity, gender expression, sexual orientation, age, national origin or disabilities. We welcome diverse applicants. Please let us know if you need accommodations or auxiliary aids for the interview process. JVS values intersectional racial equity and strives to center people of color, people from working class backgrounds, women and LGBTQ+ people. We strongly encourage applications from people with these identities or who are members of other communities that experience marginalization.
Created: 2025-01-22