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)