Office Administrator - JVS - Bay Area : Job Details

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.

Scope

General Office Responsibilities

• Provide excellent customer service and receive and direct all staff, vendors, and visitors
• Manage organization of floor plan and ensure the office space is ready for daily business
• Support/assist in facilities and IT management
• Backup administrative support to Executive Management Team (EMT) such as scheduling, coordination, meeting support, and ordering food
• Manage 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 incoming/outgoing mail (both physical and online)
• Keep common areas well stocked and tidy
• Coordinate 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 standards
• Support onboarding and offboarding processes for new and departing employees including managing equipment shipment and returns and adding/removing access to systems
• Provide light technical support including Zoom room set-up, retrieving and sending technical supplies, use of Zendesk ticketing, and other tasks as needed
• Organize and maintain files, records, and documents, both digital and physical; digitize when necessary
• Manage office supplies and inventory, ensuring items are stocked and within budget
• Ensure that all office equipment are functional
• Event Coordination and Support:
• Assist and support large group and team meetings
• Organize and plan team member events (office lunches/breakfasts, holiday parties and celebrations, offsite meetings, etc.)
• Lead Happy Campers Committee (“Fun Committee”) including agenda creation and facilitation
• Assemble 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 needed

Facilities Coordination and Safety

• Oversee the maintenance and repair of office equipment and facilities, coordinating with maintenance, custodial staff, and/or vendors as needed
• Coordinate space planning and office layout changes to support staff/subleaser needs and optimize workspace usage
• Support 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 environment
• Receive, manage, and process work order requests; ensure problems are resolved quickly
• Conduct regular inspections to identify and address facility-related issues proactively
• Participate in the Safety Committee; assist in the creation and implementation of JVS emergency preparedness plans
• Lead in-office emergency safety, protocols, and trainings as needed
• Apply and/or assist with application(s) for required environmental permits
• Collaborate with building management to ensure compliance with building safety, security and emergency preparedness measures
• Conduct Safety Orientation for new hires and coordinate annual building safety trainings

Minimum Qualifications

• Minimum of two (2) years of experience in office administration, facilities management, and/or other administrative duties
• Excellent organizational and multitasking skills with strong attention to detail
• Familiarity with common procedures and principles used in the office
• Excellent verbal and written communication skills
• Strong customer service and relationship management skills; able to work in a multicultural environment with diverse staff and clientele
• Takes initiative; ability to work independently and as part of a team
• Comfortable handling confidential information
• Good judgement/decision making ability
• Ability to function well in a high-paced and at times stressful environment
• Basic understanding of how to operate standard business and technology equipment
• Proficiency with Zoom, SLACK, and Microsoft Suite
• Proficiency in using basic tools and equipment required for furniture assembly
• Ability to lift, carry, and/or move packages weighing 20 pounds or more

Preferred Qualifications

• Experience working with IT equipment and IT support
• Experience developing standard operating procedures and promoting process improvement
• Experience working with vendors
• Experience leading in-office emergency safety protocols and emergency preparedness plans

What We Offer

• Annual Salary: $70,000 - $75,000
• Equitable pay
• 100% covered medical and dental plans for the employee
• Accrued sixteen (16) days of Vacation + accrued ten (10) days of Paid Sick Leave
• Paid federal and Jewish holidays
• 3% 403(b) retirement contribution match and 3% non-elective contribution
• Healthcare and Dependent Care FSA
• Pet Insurance Discounts
• Employee Assistance Program
• Professional development opportunities and $500 Office Equipment stipend
• 4 Day Work Week

JVS 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.