Office Coordinator Jobs in Los Altos at The Heising-Simons Foundation

Title: Office Coordinator

Company: The Heising-Simons Foundation

Location: Los Altos


About the Foundation

The Heising-Simons Foundation is a family foundation based in Los Altos and San Francisco, California. The Foundation works with its many partners to advance sustainable solutions in climate and clean energy, enable groundbreaking research in science, enhance the education of our youngest learners, and support human rights for all people. The Foundation’s grantmaking is guided by the values of humility, courage, justice, opportunity, sustainability, innovation, relationships, and integrity.

Position Summary

The Office Coordinator assists our staff and visitors by providing general office support and managing front desk responsibilities. The goal of the Foundation’s office team is to ensure organizational effectiveness, efficiency, and safety. This position is an opportunity to learn about office operations and philanthropy. Candidates are not expected to have experience in all areas listed in the job posting.

The primary responsibilities of the Office Coordinator are to:

Serve as the first point of contact for all office visitors to the Los Altos office.

Manage daily logistics and operational tasks to maintain the Los Altos office.

Work collaboratively to drive day to day operations across Foundation offices.

Assist in the planning and execution of internal and external Foundation events.

This full-time (37.5 hours per week), exempt (salaried) position is based in our Los Altos office. The position reports to the Office Operations Manager. This Office Coordinator is expected to work from the Foundation’s Los Altos office.

Primary Responsibilities

Serve as thefirst point of contactfor all office visitors to the Los Altos office.

Greet, announce, and direct visitors in a welcoming manner.

Answer, screen, and direct incoming telephone calls/emails and provide callers with basic information, as requested.

Respond to staff and visitor requests and anticipate their needs.

Ensure the well-being of visitors and staff by creating a welcoming office environment that takes into consideration dietary restrictions, cultural and religious customs, and varying abilities.

Managedaily logistics and operational tasksto maintain the Los Altos office.

Maintain an appropriate inventory of office and kitchen supplies, including snacks and beverages.

Coordinate outgoing mail and delivery services and route incoming mail, deliveries, and publications.

Provide basic IT support to staff, including assistance with presentation and video conferencing setup, and direct staff to the appropriate IT team member, when necessary.

Maintain office safety and security procedures, including directing visitors, and maintaining a thorough knowledge of the Foundation’s evacuation and safety procedures.

Serve as the point person for maintenance, supply, and vendor-related requests.

Oversee and organize conference room scheduling and reservations.

Maintain the general appearance of all common areas of the office, including the reception area, conference rooms, wellness room, copy/supply room, and kitchen/lunchroom (including loading and unloading the dishwasher).

Work collaboratively todrive day to day operations across Foundation offices.

Partner with the Office Operations Manager to identify issues and reevaluate team processes to streamline workflows and resolve issues.

Work with the Office Operations Manager to develop, implement, and evaluate office procedures and office securi…

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About The Heising-Simons Foundation