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    Operations and Administrative Coordinator- Part Time Mornings - Nashville, United States - Safe Haven Family Shelter

    Safe Haven Family Shelter
    Safe Haven Family Shelter Nashville, United States

    2 weeks ago

    Default job background
    Part time
    Description

    Job Description

    Job Description

    To apply, upload completed resume and cover letter.

    No phone calls, please.


    POSITION SUMMARY:

    Perform general duties of operations, and administration. Support families in Safe Haven programs and families in need requesting services, as well as donors, volunteers, board members, and staff. Requires ability to take initiative and multi-task, with an excellent attention to detail, and a strong customer service orientation. Responsibilities will be shared between the morning and afternoon Operations Coordinators.

    Shift: Monday-Friday 8:45am-1:00pm

    ROLES AND RESPONSIBILITIES:

    • Coordinate with morning/afternoon Operations Coordinator to ensure continuity of services and completion of responsibilities between shifts
    • Maintain the conference room for meetings: configure tables and chairs; prepare/troubleshoot AV equipment; set up/clear food
    • Train and coordinate volunteers on front desk/customer service policies and procedures, and inventory tasks including creation of housing kits, hotel kits, and cleaning kits
    • Provide support for vehicle maintenance by scheduling and driving vehicles for service, recording mileage logs, administering basic care and maintenance, and monitoring the fleet schedule and parking areas
    • Develop and maintain inventory management and in-kind donation processes
    • Maintain relationships with corporate sponsorships to sustain in-kind donations program
    • Schedule, receive, process, and inventory all donations and supply deliveries
    • Oversee and maintain inventory process in Salesforce Database
    • Conduct quarterly inventory counts
    • Greet visiting upstairs and downstairs guests and vendors, directing them to the appropriate party and offering referral information to those without an appointment who are requesting services
    • Coordinate vendor visits for facility management and communicate visits to necessary staff
    • Oversee the master schedule of meetings both in Outlook and on the physical calendar
    • Keep downstairs areas organized and stocked (including conference room, lobby, restrooms, break room, and supply areas)
    • Direct phone calls and voicemails to relevant parties; provide callers with accurate and appropriate information
    • Sort/distribute physical mail
    • Correspond with relevant parties for monthly landlord check-ins
    • Generate and dispatch landlord exit letters
    • Submit expenses for payment
    • Serve as notary for staff and clients; company will cover costs of registration to become notary
    • Provide basic technological support to staff
    • Administrative/clerical work as requested
    • Other duties as assigned

    MINIMUM REQUIREMENTS:

    • Must meet Safe Haven's core values: strive for excellence, serve with compassion, never stop learning, embrace inclusion, cultivate collaboration, communicate with integrity
    • At least 2 years' administrative experience in any of the following areas: office management, project management, event planning, or related experience
    • Excellent organizational skills
    • Strong computer skills required, including Microsoft Suite
    • Proficiency in online database software such as Salesforce preferred
    • Current driver license and clean record required
    • High school diploma or equivalent required

    PHYSICAL DEMANDS / WORK ENVIRONMENT

    • Work environment: office setting
    • Ability to stand, bend, stoop, lift, and carry boxes, product inventory, and other items up to a minimum of 4 hours per day, or more if needed
    • Ability to drive 15 passenger van
    • Walking, bending, lifting up to 40 lbs.
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