Office Coordinator

Pacific Foundation Services

Office Coordinator

November 2024

Reports to: Operations Manager                                                                 Hours:  FT, Non-exempt M-F, 8:30 – 5:00 (37.5 hr. Week)

Pacific Foundation Services, LLC (PFS) is a professional services firm that currently partners with over 40 independent private foundations. PFS provides substantial strategic expertise through a staffing model that enables foundations to each be more efficient and effective, choosing from a curated set of services including programmatic and strategic advice, grants management and compliance, financial management, board development and governance, communications, and a physical home. Our team currently includes 42 individuals who bring their diverse perspectives and experience from the nonprofit, philanthropic, and private sectors in service to the greater good. We value competence and camaraderie, and work together to make the most of our collective experience. We thrive on collaboration and share our talents to provide top‐level service to our clients.

The Opportunity

The Office Coordinator is responsible for ensuring smooth daily operations, including coordinating office operations, technology, and supplies, and ensuring office facilities adequately support staff work. The Office Coordinator is often the first point of contact for visitors to the office. As a critical member of the PFS team, in person attendance in the San Francisco PFS office is an essential function of this job.

Principal Responsibilities:

• Support Operations Manager in implementing policies, procedures and systems to ensure efficient operations;
• Maintain overall office appearance and functionality;
• Assist with facilities management as needed;
• Assist Operations Manager in managing relationships and contracts with office vendors;
• Support and coordinate various meetings by managing logistics, catering, notetaking, preparing PowerPoint presentations, and providing technical assistance for video conferencing. Supervise maintenance of and troubleshoot all office equipment;
• Coordinate new hire onboarding, including workstation setup, office orientation, headshots, and welcome meet-and-greet arrangements
• Support Operations Manager in providing basic training to new employees as needed in organization’s technology tools (Asana, Toggl, Slack). Answer incoming calls, answer door, receive packages, and manage visitors;
• Provide IT support and services to staff, including troubleshooting and resolving technical issues, Sort and distribute mail;
• Manage office supplies (inventory and ordering);
• Assist Operations Manager with special projects as assigned.

Qualifications:

• Minimum of two years office coordination and/or other administrative experience;
• Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner;
• Ability to juggle multiple projects and work independently, as well as with others, in a collaborative team environment;
• Excellent customer service skills with emphasis on respectful and tactful communications;
• Strong interpersonal skills, tolerance, flexibility, and humor;
• Highly organized and detail-oriented;
• Demonstrated proficiency in Microsoft 365 applications, including PowerPoint, Teams, Word, Excel, Outlook, and other associated tools.
• Proven knowledge of tech hardware: Familiarity with a range of devices, including laptops, docking stations, peripherals, and other hardware components.
• Effective troubleshooting skills: Ability to diagnose and resolve hardware and software-related issues efficiently and proactively.
• Exceptional time management skills, with the ability to prioritize tasks and meet deadlines
•  Ability to lift 25 pounds.
• Demonstrated commitment to PFS values of generosity, respect, integrity, inclusion, commitment and humility;
• Personal qualities of integrity, credibility and discretion about confidential matters.

LOCATION:

PFS has offices in San Francisco and San Mateo. This position will be based out of the San Francisco office. This role will require in‐person work in our San Francisco office every day. Please note that the San Francisco office is dog friendly.

SALARY & BENEFITS:

Range: $65,000 ‐ $73,000 DOE

PFS is committed to paying competitive wages. In an effort to increase equity, and because we know that salary negotiations tend to have an unfair bias, we do not participate in salary negotiations outside of this stated starting salary range.

Benefits: Include medical, dental, vision, Section 125 plan, 401K retirement, paid volunteer time, charitable gift matching, hybrid remote work schedules, public transportation subsidies and more.

TO APPLY

Please email a cover letter explaining your interest in the position, salary requirements, and a resume to Justine Duong, Human Resources Manager, at jobs@pfs‐llc.net

Application deadline: December  13, 2024

No phone calls, please.

Hiring Process and Timeline:

• Phone interview to discuss general qualifications and give more detail about the position scheduled on a rolling basis
• Video interviews scheduled on a rolling basis beginning in mid-December.
• Ideal start date planned for mid to late January.

Pacific Foundation Services is proud to be an equal opportunity employer. We are committed to fostering, cultivating, and preserving a culture of diversity and inclusion, and our staff is the most valuable asset we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the Firm’s achievement, as well. We consider all qualified applicants for employment and our company policy prohibits unlawful discrimination based on  race, color, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, religious creed (including religious dress and grooming practices), marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic information and characteristics, sexual orientation, gender identity or expression, military or veteran status, or any other basis protected under federal, state, or local laws.