Office Coordinator
Job Location:
Seattle, OR - USA
Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Open Arms is looking for an Office Coordinator who enjoys greeting and interacting with others and is passionate about upkeeping a facility that is welcoming and safe for our staff client families and visitors. Flexibility and multitasking are extremely important for this role that is central to a busy work environment.
The Office Coordinator will need to be in the office Monday through Fridays with a consistent schedule during 9am - 5pm. They will join the Operations team to provide daily direct support to the Operations Lead Operations Administrator and Managing Director. They will regularly interface with staff contractors volunteers and clients across the organization. For this reason the Office Coordinator needs to be fluent in Spanish and English to be effective in supporting our teams and visitors. Strong proficiency with technology and cloud-based systems is required to support our highly mobile team and our hybrid work environment.
Work schedule and/or Work environment:
- Work schedule and in-person requirement: Consistent and reliable scheduled Mondays Fridays generally during 9am-5pm (some flexibility with the start and end time)
- Full time 40 hours per week non-exempt (We are open to flexibility during the initial onboarding period such as starting at a part-time schedule and then increasing to a full-time schedule)
Facility & Reception
- Maintain a regular schedule in person at the office Monday through Friday generally 9am to 5pm. Some flexibility with the start and end time can be discussed.
- Warmly welcome and direct visitors. Fluency in Spanish and English are required.Coordinate with other translation services if needed.
- Ensure that the offices are safe clean efficient and welcoming by tidying up offices regularly.
- Coordinate maintenance requests with building owner
- Support with facility improvement projects including signage updates furniture assembly and reorganization. Translate signage or coordinate translation when necessary.
Equipment & Supplies
- Proactively replenish purchase and organize supplies.
- Occasional local delivery or mailing to team members working offsite.
- Make recommendations for frequently requested needs.
- Maintain online systems for tracking and inventory of supplies and equipment.
- Distribute mail and packages daily. Follow financial processes for recording checks and incoming mail.
- Set up and maintain office equipment computers and devices by working with vendors. Equipment maintenance includes monthly meter reads troubleshooting with vendors and IT and tracking equipment maintenance schedules.
- Maintain off-site storage through regular inventory maintenance and dropping off or picking up items.
HR & Operations
- Support with online and offsite filing systems
- Support organization-wide activities such as meetings employee celebrations etc.
- Support daily HR tasks such as onboarding and exiting employees and contractors documentation filing and light data entry.
Meetings Events and Programs Support
- Provide logistical support for meetings and events including scheduling and room reservation technology set up meals and refreshments preparing supplies etc.
- Support occasional evening or weekend events. Advance notice provided.
- Refresh printed materials and resources available at the office.
- Attend team and organization meetings.
- Support with occasional projects and related duties as needed.
REQUIRED QUALIFICATIONS
- 1-year prior successful experience in operations an administrative capacity or a related role
- Fluent in verbal and written Spanish and English
- Strong interpersonal skills - friendly and welcoming; able to work collaboratively with colleagues from diverse backgrounds; show patience and support when assisting others
- Effective communication skills over the phone through email and face-to-face.
- Maintain a consistent schedule in personMondays Fridays generally during 9am-5pm (some flexibility with the start and end time)
- Passionate about organization and keeping offices in order
- Approach work with a flexible nature - Ability to multitask and reprioritize in the moment if a time-sensitive need arises. Comfortable with change and adapting to new structures and systems.
- Aptitude for troubleshooting with creativity and resourcefulness
- Ability to plan coordinate and organize work projects solo and as a team
- Highly organized with strong attention to detail follow up and task management
- Ability to develop positive relationships with clients doulas providers organizations and staff. Demonstrated success in working collaboratively with others.
- Extremely comfortable with technology including proficiency with email and Microsoft Office applications especially Excel Outlook and Word
- Experience with cloud-based applications such as Microsoft OneDrive and working in databases. Applicant is not required to be an expert on these tools but should be comfortable using and learning online tools.
- Ability to maintain confidentiality around sensitive information
- Passion for and commitment to the mission of Open Arms and community-based work. Work experience in birthwork parenting or early learning are a plus.
- Experience in working with a diverse staff and with communities of color. The applicant should have a strong racial disability gender and economic justice framework.
- Commitment to anti-oppression and de-colonization work with a focus on racial equity and reproductive justice specific to birth justice
- COVID-19 proof of full vaccination booster after January 2022 or medical or religious exemption request is required for in-person work.
- Background check and reference checks required
- Proof of eligibility to work as an employee in the U.S. and a Washington state resident
- Access to reliable transportation for pick-up and transporting supplies when needed. Proof of current drivers license and insurance required.
- Ability to move boxes and small furniture when needed less than 50lbs.
Mental and Physical Requirements:
The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.
Mental Requirements: This position continuously requires interpersonal skills teamwork customer service use of discretion performing basic math independent judgment and/or independent action and reading writing speaking and understanding Spanish and English. Frequently requires independent decision-making and problem analysis to make recommendations for improvement and/or be involved in discussions around changes. The position requires creative thinking for resourcefulness and process improvements. Attention to detail also required.
Physical Requirements: This position continuously requires sitting hearing (using assistive devices if needed) and repetitive motion of the hands/wrists. Open Arms is housed in a wheelchair accessible scented building with wheelchair accessible bathrooms. Access to reliable transportation will be required for work-related travel. Daily working conditions include an open-office work environment at our Seattle location on Beacon Hill normal office work and frequent driving and travel to work-related locations. Some tasks require the ability to lift items heavier than 10lbs.
ADDITIONAL INFORMATION
Birthwork in addition to this position: Open Arms deeply appreciates the skill and experience that birthworkers bring to our world. Based on the demands and requirements of this particular position if the applicant is interested in taking on any births for Open Arms clients the applicant can only take on one (1) Open Arms birth per year. Being an active or current doula is not a requirement of the position.
Note about hybrid work environment: Most meetings can be conducted virtually and many staff are working remotely if their job duties -person required activities include but are not limited to at least one team meeting per month monthly org-wide meetings client visits and pick up/drop off items. Open Arms provides staff with technology and equipment necessary for remote work and virtual meetings.
Since COVID-19 is still prevalent and our work is centered on serving high-risk populations (pregnant people and babies) Open Arms takes extra precautions such as staying home if you are feeling unwell masking for a defined period of time for certain COVID-19 reasons and testing when some cases remote work is a possibility if staff need to refrain from in-person work for health & safety reasons.
WHAT WE OFFER
COMPENSATION:This is a 40-hour-per-week non-exempt position with an hourly rate of $27.55 per hour
BENEFITS:
- Paid health dental vision and disability insurance
- Generous paid time off including vacation sick and holidays: 13 days of vacation per year for full-time employees with anniversary increases; 12 days for sick and safe time; 23 paid holidays; 2 floating holidays
- Employee assistance program
- Mileage reimbursement
- Professional development opportunities
- 401k employer match starting later in 2026
- Option to contribute to a 401k flexible spending and dependent care expenses account and supplemental insurance.
PROFESSIONAL DEVELOPMENT: Open Arms is committed to the professional development of our staff. Each year we allocate professional development funds for each employee as well as support various group-training opportunities provided by Open Arms or by outside organizations. We know that historically BIPOC individuals do not have the same opportunities in society and as a result these communities are underrepresented in leadership positions. We aim to support employees in their advancement both within Open Arms and beyond our organization.
FLEXIBLE & FAMILY-FRIENDLY ENVIRONMENT: Open Arms is proud and committed to being a family-friendly workplace. We offer flexible work schedules with remote work being part of the usual weekly schedule for staff as it fits with their job duties. We also offer generous paid-time-off for self and family care. Children of any age are welcome in our office and many staff bring their children to work on a regular or as-needed basis. We have an onsite lactation lounge and encourage chestfeeding in the workplace. Note: Children are not allowed at home visits
SUPPORTIVE AND INCLUSIVE CULTURE: We have an informal workplace culture and staff develop strong supportive connections with each other. We have a highly collaborative culture and an open office work environment. We are proud of our extremely diverse staff in all demographic areas which creates a very rich and inclusionary organizational culture. More than 80% of our staff identify as people of color.
COMMITMENT TO EQUITY: Open Arms strives to be an affirming positive diverse work environment. Open Arms provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age disability or genetics. We strongly encourage applications from communities of color and other historically underrepresented and marginalized groups.
APPLICATION PROCESS
If you have any questions contact . No phone calls or paper submissions please.
Interviews will be conducted in person and virtually. If someone from our hiring team reaches out to schedule an interview please let us know about any accommodations or technology needs you might have to participate in the interview.
Required Experience:
IC
