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“CO+HOOTS, where awesome stuff generally happens.”
– Some really smart person

Office Coordinator

Job Purpose:
The Office Coordinator will be the friendly face and voice of CO+HOOTS who assists visitors, members and their guests. You and your bad ass self will make CO+HOOTS run smoothly.

Essential Functions:

  • Receives, greets, routes and screens telephone calls and visitors in a prompt and courteous manner; making sure the customer, client, or visitor feels welcomed and comfortable.
  • Maintains spaces in a clean and functional manner.
  • Prepares outgoing mail and ensures the proper and expeditious delivery, processing and dispatching of mail to include addressing or stuffing envelopes or packages. Ensures messenger mail is delivered to the appropriate offices or mailboxes.
  • Coordinates the cleanliness and maintenance/ordering of office materials, accessories and supplies.
  • Maintains office supplies; control inventory and order office & equipment supplies as needed.
  • Serves as the coordinator for all human resource matters; responsible for new member onboarding and exiting by obtaining all pertinent information from members and ensuring that each has signed a contract and has been set up properly in member portal.
  • Prepares monthly report of expenditures and pay bills.
  • Coordinates and assists in the following: online network; phones and copier/printer; working hand-in hand with IT, technicians, suppliers, etc.; and ensures equipment is working properly. Arranges for equipment repair or replacement when necessary and ordering supplies.
  • Maintains and controls contracts, instructions and notices and ensures confidentiality of records.
  • Types and prepares reports or other written materials from source documents, transcription, etc.
  • Handles or oversees the daily communication with members on internal portal, ensuring community is engaged.
  • Reviews membership billing, checks membership for compliance ensuring that all memberships are billed properly; informs and/or sends notices to members regarding any late or missing payments.
  • Sets up, organizes, maintains and stores files and computer-based information in filing system and/or online.
  • Calls/coordinates vendors for facility needs and servicing.
  • Prepares space for events and meetings.
  • Light cleaning and organization of space; prep coffee, water and/or tea, run laundry as needed.
  • Other duties as assigned.
  • Schedules/coordinates meeting room bookings.
  • Interprets, communicates and updates department on operational policies and procedures when applicable.
  • Performs research and/or statistical analyses and assists in the planning and preparation of various special events.
  • Responds to inquiries (email, phone calls, in-person) about our space.
  • Manages workshops, meetings or conferences; coordinates logistics, scheduling and participant communications within the space.
  • Interacts and maintains liaison with members and outside/community agencies.
  • Tracks successes of members.
  • Improves the experience of the space.
  • Coordinates day-to-day calendar activities including securing background information for meetings, gathering information for presentations and scheduling meetings in person, over the phone or video conference.
  • Increases visibility of programs and events via posting of daily schedule, announcements of upcoming events and the dissemination of timely information.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies within department guidelines.
  • Works collaboratively across various departments within member community.
  • May coordinate, monitor or supervise the activities of subordinates.
  • Recruits and develops volunteers for programs being run by CO+HOOTS as well as conducts specialty programs.
  • Provides back up to other team members.

 

Days and Schedule:
Monday-Friday 9 am to 6 pm. Includes evening work from time to time and some Saturdays.

 

Minimum Qualifications:
Bachelor’s degree AND three (3) years of related experience; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

  • Experience in building, maintaining, and managing schedule(s) and events.
  • Experience using a financial system to authorize and approve expenditures or actions for administrative and operational needs (Stripe).
  • Experience using task management software (Asana).
  • Experience in developing various marketing communications and promotional literature for distribution such as newsletters, brochures or flyers (Adobe suite, Canva).
  • CRM platforms
  • Experience in organizing, collecting, analyzing and reporting a variety of data in written, verbal and electronic formats.
  • Experience with online survey applications (Google forms, docs, sheets).
  • Experience in small event programming and conference scheduling.
  • Evidence of having direct and relevant experience working in a startup or fast-paced environment.
  • Experience in utilizing organizational skills to work independently, to organize projects and follow through on details, and manage competing priorities and successful management of multiple concurrent projects to meet deadlines.
  • Experience in developing and compiling written communications and promotional literature for distribution such as newsletters, brochures, social media posts or flyers.
  • Evidence of effective verbal writing and communication skills.
  • Experience with working with vendors, services, maintenance people.

 

Organizational Relationships:
Has frequent contact and communicates continuously with visitors, customers, employees and vendors.

 

Working Environment:

  • Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
  • Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
  • Communicate to perform essential functions.
  • Walk throughout campus for meetings or events, regardless of the weather.
  • Perform basic math, including calculations using fractions, percents, and/or ratios.
  • Read a variety of manuals; write documents following prescribed formats, and/or present information to others.

 

Values:

  • Problem Solving – Identifies and resolves problems in a timely manner.
  • Customer Service – Manages difficult or emotional situations; Responds promptly to customer, staff, and public needs.
  • Interpersonal Skills – Maintains confidentiality; Creates and maintains a positive and conducive work environment.
  • Oral Communication – Responds well to questions.
  • Written Communication – Edits work for spelling and grammar.
  • Diversity – Shows respect and sensitivity for cultural differences.
  • Ethics – Treats people with respect.
  • Organizational Support – Follows policies and procedures.
  • Professionalism – Approaches others in a tactful and positive manner.
  • Safety and Security – Uses equipment and materials properly.

 

How to Apply:
Email hello@cohoots.com with resume and cover letter
Salary depending on experience.

Looking to fill position immediately.