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.
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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

The Salvation Army offers the following benefits:

• Health Care Benefits which include:
• Medical
• Dental
• Vision
• Hearing
• Flexible spending accounts
• AFLAC
• Voluntary life insurance benefits
• Short-Term and Long-Term Disability options
• Pet Insurance
• Pension contributions (currently 6.0% of your earnings) begin the first quarter after 1 year of employment.
• Vesting starts after three years of employment, 100% vested after five years of employment
• The Salvation Army also offers a 403(b) voluntary retirement savings plan in which you may participate immediately, with approved vendors. There is currently no organizational match for 403(b) contributions.
• Employee Discounts
• Paid Time Off which includes:
• Sick days begin accruing the first of the month following 30 days of employment and you may begin to use accrued sick days once available. 
• Up to (6) earned sick days per year may be used as discretionary days.
• Vacation begins accruing the first of the month after one full calendar month after employment begins, and you may begin to use vacation days after (90) days of employment. 
• The accrual rate is based upon years of service and approved hours worked.
• You will receive up to 2 personal days per year based on date of hire.
• Birthday off with pay.  
• Paid holidays are effective immediately.

The Salvation Army is an equal opportunity employer.  Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.

Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.