Job Description
Job Description
Children’s Advocacy Centers™ of Texas, Inc.
Position Description Office Coordinator
Reports To: IT/Operations Manager
FLSA Status: Hourly, Non-Exempt
Commitment Type: Full-time, On-going
Work Environment: 5 days a week in office required.
Base of Operations: 1501 West Anderson Lane, Building B-1, Austin, Texas 78757
PHILOSOPHY
Since 1995, Children’s Advocacy Centers of Texas (CACTX) has led efforts to effectuate change, empower communities, and make the safety of children a top priority in Texas. CACTX and our network of children’s advocacy centers (CACs) have helped over one million children and their families impacted by abuse and crime achieve safety, justice, and healing.
Our dual approach—responding to crimes against children and preventing child sexual abuse—safeguards childhood, building a future in which Texas children can thrive and reach their full potential.
Description: The Office Coordinator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Coordinator serves as the organization’s operational support go to, working across teams and functions to ensure day-to-day operations run smoothly and provide the support needed to maximize our individual and collective efforts in the CACTX work environment.
Essential Job Functions:
Office Management
- Welcome staff and visitors, escorting visitors to meetings.
- Receive and distribute mail and packages.
- Manages the inventory and procurement of kitchen and office supplies.
- Meets and coordinates with maintenance and onsite vendors, providing access to the facilities.
- Oversight of office operations and procedures, creating efficiencies.
- Primary point of contact for facilities related requests. Acts as liaison between property.
management company, contractors, building management, vendors, and leadership.
- Coordinate with IT department on all office equipment.
- Coordinates with Operations team in organizing orientation and training of new staff members on office procedures and equipment.
- Manage relationships with facility vendors, service providers, and Condo Association, ensuring that all items are invoiced and paid on time.
- Provide meeting support (proactive and troubleshooting) for large scale meetings and trainings where video conferencing technology support is required. Ensure teams have the training and technology resources needed to conduct meetings effectively and efficiently in a hybrid work environment.
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- Responsible for supplemental cleaning tasks not supported by our janitorial services such as fridge and appliance cleaning.
- Responsible for answering all phone calls and voicemails received on the main operator phone line. Maintaining relevant resources to assist with phone call inquiries.
Team Member Support Services
- Utilizing CACTX travel policies, support travel needs from across the organization. This includes but is not limited to airline, rental car, and hotel.
- Support event coordination on an as needed basis for various teams throughout the organization.
- Provides catering support for internal and external meetings on as needed basis.
- Assists accounts payable and receivable, including simple bookkeeping and banking tasks.
- Ensure filing systems are maintained and current.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Maintain organizational purchasing accounts with supply vendors and assist staff in supply purchases.
- Maintain UPS and USPS accounts and assist staff with shipping needs.
Minimum Educational/Professional Requirements:
Education and experience: Prefer a bachelor’s degree from a recognized college or university. Each additional year of approved formal education may be substituted for one year of required work experience. One to two years of internship or professional experience related to IT coordination, or non-profit operations.
Skills: Aptitude for providing one-on-one training. Ability to demonstrate problem-solving skills and critical thinking. Excellent customer service skills. Excellent communicator with detail and organizational orientation.
Desirable Personal Requirements: Maturity, mission driven, enthusiasm, a positive attitude, flexibility, high professional standards, and ethics. Ability to get along with a wide variety of people.
CACTX is an equal opportunity employer. All applications will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender, identity, national origin, veteran, or disability status.