Office Services Coordinator

At The Salvation Army our employees are the heartbeat of our mission. We foster a community of passionate people dedicated to changing lives and bringing hope to those who need it most.

Position Summary: The Office Services Coordinator supports the daily operations of the office by managing mail services, office supplies and office equipment while ensuring general workplace needs are met. This role helps maintain an organized, efficient, and well- functioning office environment. The coordinator also serves as the backup receptionist, providing front desk and phone coverage during receptionist breaks, absences, or vacations.

Essential Responsibilities:

Mail and Courier Services

• Receive, sort, and distribute incoming mail and packages.
• Prepare and process outgoing mail, courier shipments, and deliveries.
• Coordinate with courier and shipping vendors as required.
• Maintain records of shipments and deliveries.

Office Supplies and Inventory

• Monitor office supply levels and place orders as needed.
• Maintain inventory of commonly used supplies.
• Organize supply storage areas and ensure easy access for staff.
• Work with vendors to ensure cost-effective purchasing and timely delivery.

Office Equipment Maintenance

• Maintain and monitor office equipment including copiers, printers, scanners, and phones.
• Troubleshoot minor equipment issues and coordinate repairs or service calls when necessary.
• Ensure adequate supplies for office equipment such as toner, paper, and other consumables.
• Track equipment maintenance and service schedules.

Facilities and Office Support

• Coordinate workstation setups, office moves, and equipment installations.
• Support meeting room setup, including phones, presentation equipment, and supplies.
• Serve as a point of contact for general service requests.
• Maintain stocking of main employee break room - including office services.

Reception Coverage (Backup Receptionist)

• Provide front desk and telephone coverage during receptionist breaks, absences, and vacations.
• Answer and route incoming calls in a professional and timely manner.
• Greet visitors and direct them to the appropriate staff or meeting rooms.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Provide basic administrative support at the front desk when covering reception.

Administrative and Operational Support

• Maintain office service and vendor contact information.
• Assist with employee onboarding needs such as workspace setup and office equipment.
• Support office events, meetings, or special projects as needed.
• Provide general administrative support to office staff when required.

Perform other duties as assigned.

Qualifications:

Education/Experience:

• High School Diploma, GED, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities, post-secondary administrative training is an asset.
• Two or more years of experience in office administration, office services, facilities support, or a similar role (preferred).
• Experience with reception or customer-facing roles is considered an asset.

Skills, Knowledge & Abilities:

• Strong organizational and time management skills.
• Ability to manage multiple priorities and tasks efficiently
• Comfortable working with office technology and equipment.
• Strong communication and customer service skills.

Computer Skills:

• Proficient in Microsoft Office 365
• Working knowledge of TEAMS and SharePoint.
• Willingness to learn new software as needed.

Certificates and Licenses:

• Must have and maintain a current valid driver's license and pass the Salvation Army Motor Vehicle Record check (MVR)
• Complete Safe From Harm training, and keep current as needed