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Office Coordinator

 

The Human Resources and Office Administration department seeks two (2) part-time Office Coordinators to provide high-quality and timely support to the work of Jazz at Lincoln Center. Each coordinator will work a consistent designated shift of four (4) hours per day to ensure smooth operations of the office and administrative functions. One Office Coordinator will work the morning shift from 8:00 am – 12:00 noon. The other Office Coordinator will work the afternoon shift from 2:00 pm – 6:00 pm. Reporting to the Office Administrator, the Coordinators will serve as the day-to-day point of contact for JALC staff members, vendors, and service technicians to address administrative needs. The role requires superior organizational skills, sound judgment, a sense of urgency, and ability to balance multiple projects. The Office Coordinators must also be punctual, cordial, service oriented and able to handle a high volume of internal and external communication with grace, diplomacy and tact.

Responsibilities

  • Serve as the day-to-day point of contact for Jazz at Lincoln Center staff members’ administrative and facilities needs, addressing questions and concerns regarding office services matters
  • Communicate with vendor representatives, service technicians, and contractors by phone and in person to ensure JALC’s needs are met.
  • Regularly check conference rooms and premises for tidiness or any areas of concern which may need to be addressed promptly.
  • Closely monitor inventory of office, kitchen, and mailing supplies, and order replenishments as needed.
  • Coordinate with staff, Office Administration, building management and outside parties to fulfill office services needs such as off-site storage, large deliveries, and/or repairs to communal area copy machines.
  • Receive — and catalogue as needed — daily delivery of FedEx, UPS, USPS, and various messenger items. Scan packages into system and sync handheld delivery scan unit with desktop package tracking software.
  • Ensure Copy Room is properly stocked and arranged. Assist staff in locating Copy Room items when needed.
  • Manage postage machine’s supply inventory and daily balance, adding funds as needed and generating Funds Summary Report for Finance department.
  • Inform staff of JALC Office Administration’s standard operating procedures (SOPs) and safety policies, and ensuring they are observed.
  • Assist as necessary with conference room conversions; minor maintenance such as hanging pictures, moving bookshelves, updating bulletin boards, changing light fixtures, etc.
  • Regularly review confidential fax inbox located in 3CC Copy Room’s copier. Print and clear any stored faxes, placing printouts into corresponding mailboxes.
  • Process outgoing mail, place incoming mail in corresponding inboxes, prepare pantry (coffee, restock pantry items), and other related tasks.
  • In absence of Office Associate, review and approve conference room requests in Outlook, contact offsite storage, and other related front desk tasks.
  • Restock common area copy machines with toner supplies as needed, and package and ship used toner for off-site recycling.
  • Perform general clerical duties including but not limited to photocopying, faxing, and filing.
  • Address other administrative workflow issues as needed.

Qualifications

  • High school diploma or equivalent required.
  • Must be reliable and punctual with a positive, hands-on attitude.
  • Excellent customer service skills are necessary.
  • Working knowledge of Microsoft Office Suite.
  • Superior interpersonal skills and phone etiquette coupled with the ability to handle challenges or difficult situations with diplomacy and tact.
  • Ability to consistently maintain a professional and respectful manner in the workplace.
  • Must be able to lift up to 50 pounds.

Hours

  • Mondays through Fridays
  • Must be available for either a morning shift (8 am – 12 pm) or afternoon shift (2 pm – 6 pm)


Interested applicants should send a cover letter and resume to careers@jazz.org. Please include Office Coordinator in the subject line. Jazz at Lincoln Center is an Equal Opportunity Employer.


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