Administrative Coordinator II

Community Food Bank of Southern Arizona; Tucson (AZ); In loco; USD 38.000 - 54.000; Tempo pieno

Descrizione del lavoro

Community Food Bank of Southern Arizona is seeking an Administrative Coordinator II to lead front desk operations and provide comprehensive administrative support across the team. You will welcome visitors, manage calls, process donations receipts, and maintain office workflows to keep spaces organized and efficient.

Ideal candidates have a high school diploma, bilingual English/Spanish skills, and experience in a fast-paced environment.

Competenze

• High school diploma or equivalent.
• Two years of experience in a fast-paced, complex work environment.
• Bilingual in English and Spanish.
• Proficiency with Microsoft Office Suite and Office 365.
• Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.

Mansioni

• Greets and assists all visitors and directs them to resources.
• Answers incoming calls and routes callers appropriately.
• Manages front desk and reception area; oversees mail and visitor logs.
• Coordinates office supplies and breakroom inventory; maintains shared spaces.

Conoscenze

Bilingual English/Spanish

Customer service

Communication

Active listening

Time management

Organizational skills

Teamwork

Formazione

High school diploma or equivalent

Strumenti

Microsoft Office Suite

Office 365

IVR / messaging systems

Office equipment (copiers, printers, postage)

Descrizione del lavoro

Position Summary: The Administrative Coordinator II serves as a lead point of contact for clients, volunteers, visitors, and staff and provides coordination and administrative support across the admin team. This position manages meeting, event, and Board logistics, coordinates front office operations, and serves as a resource to Coordinator I staff, helping maintain an organized, efficient, and welcoming office environment.Key Responsibilities:Front Office & ReceptionGreets and assists all visitors who enter the building and directs them to appropriate resources, staff members, or departments.Answers incoming phone calls and routes callers to the appropriate recipients.Ensures regular messaging updates are recorded on the Interactive Voice Response (IVR).Receives cash and food donations and provides receipts as needed.Maintains building security by following visitor procedures, monitoring the visitor log, and issuing visitor badges.Manages, cleans, and organizes the front desk and reception area.Collects incoming mail, secures it until processing, and distributes mail to staff mailboxes.Serves as the lead for day-to-day front desk coverage, provides backup, and acts as the first point of escalation for desk issues.Office AdministrationProvides administrative support to departments and organizational teams.Maintains the organization's core office supply inventory, including monitoring stock levels, conducting periodic inventory counts, organizing storage areas, establishing reorder points, and ensuring supplies are readily available for staff.Maintains the office breakroom by managing coffee and kitchen supplies, inventory, stocking, vendor relationships, equipment maintenance, and overall upkeep.Ensures conference rooms, copy rooms, lounges, and other shared spaces are stocked, organized, and maintained for operational readiness.Manages the organization's lost and found.Meeting & Event CoordinationManages end-to-end coordination of internal and external meetings and events, including logistics, scheduling, and on-site support.Leads meeting and event setup, including room preparation, supplies, coffee, and refreshments.Coordinates catering and food deliveries, including vendor communication, ordering, scheduling, and delivery oversight.Coordinates reservations and logistics for external meeting venues.Troubleshoots and resolves routine event and meeting logistics issues independently, escalating only complex or high-impact issues.Board SupportServes as primary lead on Board meeting binders, materials, and refreshments.Coordinates Board meeting logistics in partnership with the admin team.Lead ResponsibilitiesImplements and maintains organizational labeling, nameplates, and signage systems in alignment with established standards, and coordinates updates and design needs with Marketing as required.Orients, guides, and checks the work of Coordinator I staff and models office procedures.Serves as a resource and backup for front desk coverage decisions.Other DutiesParticipates in team and organization-wide meetings by providing updates on assigned responsibilities and identifying opportunities for continuous improvement.Perform other duties as assigned.Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the staff member for this job. Duties, responsibilities, and activities may change at any time with or without notice.Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.Qualifications:Minimum QualificationsA high school diploma or equivalent.Two (2) years of experience in a fast-paced, complex work environment demonstrating organizational and follow-through skills.Bilingual in English and Spanish.Proficiency with Microsoft Office Suite, Office 365, and aptitude to learn other software platforms.Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.Preferred QualificationsPrior experience coordinating events or meetings, or providing Board of executive support.Experience guiding or mentoring administrative staff.Knowledge, Skills, & AbilitiesKnowledge of front desk and general office administration practices and procedures.Skills in greeting and assisting visitors, answering and routing phone calls, and using an Interactive Voice Response (IVR) or similar messaging system.Skills in operating standard office equipment (copiers, printers, postage/mail equipment) and maintaining related supplies.Skills in securely handling and receipting cash and food donations.Skills in maintaining records, logs, and inventory — visitor logs, supply inventory, mail distribution — with accuracy and follow-through.Skills in producing labels, nameplates, and signage using standard office software.Proficiency with Microsoft Office Suite and Office 365, with aptitude to learn other platforms.Strong customer service, communication, and listening skills.Effective time management and organizational skills; ability to manage competing priorities in a fast-paced environment.Ability to work with people from diverse economic, social, and political backgrounds.In addition, the Coordinator II demonstrates:Skills in coordinating catering, food delivery, and external venue logistics, including vendor communication.Ability to plan and execute meeting, event, and Board logistics independently.Ability to guide and check the work of Coordinator I staff and model office procedures.Equivalent combination of education and experience may be considered if applicable and must be directly related to the functions and body of knowledge required to successfully perform the job.Physical Requirements:Medium Work - ability to exert 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.Expectations:CFB is dedicated to fostering a workplace where our Core Values of Dignity, Integrity, Collaboration, and Impact are actively demonstrated and supported in all aspects of our work.CFB works diligently to maintain a culture of fairness, responsibility, trustworthiness and teamwork to advance our mission: We change lives in the communities we serve by feeding the hungry today and building a healthy, hunger-free tomorrow.CFB is a drug and tobacco free work environment.CFB is committed to having a workforce that reflects diversity at all levels and is an equal opportunity employer. Qualified applicants are considered for employment, and staff members are treated during employment without regard to race, color, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, or any other characteristic protected under applicable law.Qualifications:Minimum QualificationsA high school diploma or equivalent.Two (2) years of experience in a fast-paced, complex work environment demonstrating organizational and follow-through skills.Bilingual in English and Spanish.Proficiency with Microsoft Office Suite, Office 365, and aptitude to learn other software platforms.Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.Preferred QualificationsPrior experience coordinating events or meetings, or providing Board of executive support.Experience guiding or mentoring administrative staff.