Hiring for Office Coordinator
March 21, 2023
We are searching for an Office Coordinator. If you’re interested in joining our incredible team and working with a well-respected organization in Park City, please apply! Please see the job description and how to apply below.
Office Coordinator
Full-time, exempt positionWork Location and Hours: This position reports Monday – Friday to the physical office location in Park City, UT. Occasional evenings and weekends may be requested, with flex-time offered, as aligned with our core value and commitment to work-life balance.Compensation: $45,000 – $55,000 + benefits. We offer excellent benefits, including health, dental, paid time off, 401K match, flexible work culture, and investment in continued professional education.About Us: Park City Community Foundation extends a fun-loving and hard-working environment for growing professionals who seek to engage in purpose-driven work. Here you’ll find the opportunity to be part of a dedicated staff team, passionate about making a meaningful impact in our community and committed to lifting each other up to grow personally and professionally. Learn more about our work at parkcitycf.org.Job Description: This position coordinates Park City Community Foundation’s core office systems, including physical/virtual office space, financial transaction processing (Accounts Payable and incoming gift processing), internship program, insurance, and board meeting prep work. This position will also assist the finance department in HR/benefits and other various finance-related work. The Office Coordinator will frequently interact with Community Foundation board members, fund holders, donors, and nonprofit leaders. Accuracy, efficiency, team-orientated approach, and, most of all, the integrity of this individual are key to the Community Foundation’s continued growth and positive impact in greater Park City and Summit County. A primary function of this and every position at Park City Community Foundation is to ensure that each donor, grant recipient, volunteer, guest, and visitor receives the highest caliber of service.Responsibilities:Office & Facility- Oversee day-to-day tasks such as opening mail, ordering office supplies, coordinating internal meetings, and scheduling office/conference space.
- Greet visitors, answer phones, and engage appropriate team members for resolution.
- Manage physical office, conference rooms, desks, and storage.
- Initiate and maintain Green Business compliance.
- Oversee insurance, including pricing, coverage, renewals, and compliance.
- Maintain the active status of business permits and licenses.
- Oversee landlord relationship/payment and office cleaning and maintenance.
- Handle accounts payable, bank, and merchant account reconciliation, including weekly processing of invoices, check disbursements, and credit card reconciliations.
- Weekly bookkeeping, including gift processing and tax acknowledgment letters, safeguarding checks, and ensuring timely bank deposits.
- Collaborate with Development and Finance teams to maintain the accuracy of the organizational databases of accounts, individuals, and organizations.
- Work closely with the Finance Director and VP of Finance on improving system processes, managing Fiscal Sponsorships, and overall accuracy of financial records.
- Complete annual renewals, including various state licenses, permits, and professional dues/subscriptions.
- Scan and retain digital files and maintain the organization of online filing.
- In partnership with the Finance Team, maintain accuracy of employee payroll system.
- Coordinate onboarding of new staff members and interns, adhering to all federal and state legal requirements, in partnership with the Finance Team and CEO.
- Distribute required disclosures to staff regarding benefits and payroll changes from the payroll system.
- Monitor the accuracy of Employee Handbook, updating periodically in collaboration with leadership, ensuring core values of the Community Foundation are implemented as well as compliance with all federal/state laws.
- Collaborate with team members on delegating tasks and attend educational trainings to further knowledge base when appropriate.
- Manage office calendar, organizing and facilitating other logistics for staff meetings, board meetings, and other events.
- Assist in scheduling and calendar maintenance for our CEO
- Assist in office celebrations, event planning, and management as needed.
- Be an enthusiastic team member assisting with duties as assigned for organization-wide events, including Live PC Give PC.
- Represent the values and culture of Park City Community Foundation, internally and externally.
- Other duties as assigned
- Ages 18+
- Valid Drivers’ License
- High level of proficiency in Excel, Outlook, and Word and ability to learn new programs
- Able to balance priorities, multi-task, and follow process documents for weekly and monthly tasks
- Excellent verbal and written communication skills, both in speech and in writing
- Comfort and enjoyment of administrative tasks, including data entry, filing, and more
- Commitment to Diversity, Equity and Inclusion in office practices and culture
- Excellent interpersonal skills, with a high level of confidentiality, discretion, and professionalism
- Able to work as a team in a collaborative environment.
- Ability to thrive in a fast-paced work environment and maintain a positive attitude
- Exceptional time‐management and organizational skills, including the ability to plan, organize and prioritize workload
- Excellent problem‐solving skills and the tenacity needed to achieve resolution
- Extreme attention to detail
- Ability to work both independently and as a member of a team
