Office & Operations Coordinator

JVS SoCal; Los Angeles (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

JVS SoCal is seeking an Office Administrator in Los Angeles to coordinate front office operations and support the Director of Project Management with administrative, operational, and communications tasks. You will greet visitors, manage phones and calendars, prepare materials, handle vendors, and assist across departments using Microsoft 365, Teams, SharePoint, Google Workspace, and related tools.

This is a hands-on role in a dynamic nonprofit setting requiring strong organization, multitasking,

Qualifications

• Experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite.
• Experience with office equipment (e.g., fax machines and printers).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.
• Other duties as assigned by manager.

Responsibilities

• Serve as primary contact for visitors, vendors, and callers.
• Provide a professional reception experience by greeting and directing visitors.
• Answer, screen, and route telephone calls.
• Coordinate visitor access with building security.
• Maintain a clean, organized reception area.
• Provide administrative support to the Director of Project Management.
• Provide approved administrative support to other departments as workload permits.
• Prepare correspondence and meeting materials.
• Conduct internet research and compile information.
• Maintain electronic and paper filing systems.
• Manage calendars, office supplies, and records.
• Track administrative assignments.
• Recommend improvements to office processes.
• Coordinate office vendors, maintenance, copier/printer services, shipping, first aid, recycling, and document storage.
• Serve as liaison with building management and security.
• Coordinate equipment maintenance and service requests.
• Coordinate conference rooms, catering, meeting logistics, and organizational events.
• Support staff and special meetings as assigned.
• Create flyers and visual communications.
• Proofread publications and presentations.
• Perform periodic website content reviews.
• Use Microsoft 365, Teams, SharePoint, Google Workspace, Zoom, and project-tracking applications.
• Use AI tools such as ChatGPT and Microsoft Copilot appropriately to improve productivity.

Skills

Receptionist experience

MS Office proficiency

Office equipment

Communication skills

Organizational skills

Time management

Customer service

Professional image

Tools

Microsoft Office Suite

Job description

JVS SoCal is seeking an Office Administrator in Los Angeles to coordinate front office operations and support the Director of Project Management with administrative, operational, and communications tasks. You will greet visitors, manage phones and calendars, prepare materials, handle vendors, and assist across departments using Microsoft 365, Teams, SharePoint, Google Workspace, and related tools.

This is a hands-on role in a dynamic nonprofit setting requiring strong organization, multitasking,