Office Coordinator

Free Geek is a unique work environment. For this reason it is essential that each applicant take a tour of our facility (active volunteers are exempt). Tours are offered Tuesday - Saturday at both 12:00PM and 5PM. Please let the Front Desk staff know for which position you are applying.

As a Collective level staff member, the Office Coordinator is responsible for integrating the Front Desk and back end administrative duties into the whole of Free Geek and for participating in a collective management structure. Specifically, the Office Coordinator is responsible for overseeing one of the public faces of Free Geek, the Front Desk area, and for coordinating the ever-growing and fluctuating pool of Front Desk volunteers. In addition, the Office Coordinator is responsible for maintaining administrative correspondence, such as insurance, payroll, taxes, employee files, etc.

This is a job in a worker collective. Your first six months will be as a provisional member of the collective. At the end of that time Free Geek's decision whether or not to bring you on as a permanent collective member will be made through a peer review process.

Responsibilities:

Oversee the Front Desk (including volunteer interns), maintaining an appropriate balance of coordination and hands-on involvement.

• Recruit/supervise/coordinate volunteer Front Desk Interns
• Train incoming NPA's (non-profit apprentices)
• Coordinate message regarding changes in normal operations, e.g. voice mail outgoing message, appropriate signage, email correspondence to volunteers, etc.
• Work at the Front Desk, including

• Greet visitors, prioritizing lobby visitors appropriately
• Answer a multi-line phone, check & relay messages to appropriate places
• Accept & process monetary donations
• Perform data entry
• Process till at the end of the day
• Schedule volunteer shifts accurately
• Make reminder calls to volunteers for upcoming classes
• Print volunteer handouts daily
• Maintain a steady stream of available coffee for volunteer

Ensure that administrative correspondence is timely, transparent, and well-documented (including insurance, taxes, payroll, etc.)

• Work with appropriate staff to complete necessary administrative correspondence, including insurance, taxes, payroll, etc.
• Create, document, and maintain timeline for paperwork deadlines
• Organize, maintain, and document a centralized filing system and efficient system for document flow
• Receive and distribute mail

Participate in collective management structure and abide by Collective Level Expectations

• Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers and/or bookkeeping and staff scheduling support

Required skills:

• Experience in volunteer coordination/management
• Friendly, outgoing personality
• Patient and courteous with the public
• Likes working with people
• Detail oriented
• Good organizational skills
• Good written and verbal communication skills
• Able to extract info from current staff and put into rational, transparent system that everyone can understand
• Empowered and self-motivated organizer
• Multi-tasker
• Legible handwriting
• Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communication tools, including wiki, RT, database, etc.
• Able to work in an informal, friendly environment with a diverse staff
• Work well under stress in an unusual setting, maintaining a positive attitude even in the face of adversity
• Ability to work and communicate well in a collectively-run organization
• Ability to work in a consensus decision making process related to staff and policy issues
• Not afraid to ask questions, but able to work on projects almost entirely without supervision
• Able to remain flexible as Free Geek grows and changes

Desired skills:

• Payroll and bookkeeping experience
• Previous experience in a collectively-run organization
• Fluency in other language(s)