Office Coordinator at REAP INC

The Office Coordinator is the first point of contact for guests, staff, and vendors at REAP’s business office. Based at the front desk, this role ensures the office operates efficiently by managing daily administrative functions, opening and closing the office, coordinating with vendors, processing mail and deliveries, and supporting meetings and events across two nearby buildings.

The Office Coordinator serves as a trusted resource for employees and visitors, balancing multiple priorities with professionalism and attention to detail. Success in this role depends on exceptional organizational skills, adaptability, sound judgement, discretion, and customer-service mindset.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Operations

• Open and close the office; manage door access, maintain the front desk and serve as the first point of contact for employees, guests, and vendors.
• Answer and direct phone calls, monitor voicemail and the shared email inbox, and provide a welcoming, professional customer service experience.
• Receive, sort, distribute, and process incoming and outgoing mail deliveries; scan, upload, and maintain digital and physical files.
• Coordinate with vendors by obtaining quotes, scheduling services, maintaining vendor records, and serving as the primary point of contact for routine facility and office service needs.
• Order, organize, and maintain office and kitchen supplies; monitor inventory levels, replenish stock, and purchase refreshments and supplies for meetings and common areas.
• Coordinate staff meetings, trainings, and events, including scheduling rooms, arranging catering, preparing meeting materials, and providing basic audiovisual support.
• Run occasional errands and transport supplies or materials between REAP’s two office locations (approximately one mile apart).
• Troubleshoot routine office equipment and technology issues, including printers, Wi-Fi, door access systems, and basic workstation or device setup.
• Support employee onboarding by preparing paperwork, coordinating workspace and equipment setup, and assisting with new hire logistics.
• Provide administrative support for accounts payable and accounts receivable processes, including entering invoices into QuickBooks.
• Provide basic information technology support, including Google Workspace administration, software subscription tracking, device inventory management, and general user troubleshooting.
• Assist with entry-level marketing and communications activities, including social media content support and preparation of the weekly internal newsletter.
• Serve as a liaison among the executive team, directors, managers, vendors, and external partners, exercising sound judgement, discretion, and strict confidentiality when handling sensitive information.
• Assist approved off-site contractors with administrative requests as directed by the Senior Advisor or Executive Director. Responsibilities may include support with human resources, finance, information technology, meeting coordination, editing and correspondence, data compilation, and special projects.
• Provide general administrative and operational support to the executive team and managers and perform other related duties as assigned.
• Understanding of and commitment to customer service and REAP’s core values.

Core Competencies

• Ability to work with highly sensitive information in a confidential manner.
• Efficiency Orientation – gets the most out of limited resources while achieving quality results.
• Flexibility – responds to changes and others’ ideas comfortably. Ability to exercise tact and judgement in working with a broad variety of people. Strong cross-functional collaboration and communication skills.
• Mature Confidence – approaches others assertively, responsibly, and supportively.
• Integrity – Demonstrates honesty and strong values through consistent action.
• Energy and Stamina – Focuses on a high level of energy for the business and manages stress effectively.
• Motivation and Engagement – Demonstrates integrity and strong values through consistent action.
• Relationship building - Excellent people and interpersonal skills, with an ability to partner with a dynamic leadership team.
• Ability to manage unexpected challenges with a calm and professional demeanor while maintaining professionalism and a positive service attitude at all times.
• Proactive, reliable, and consistent. Ability to problem solve and work under pressure. Ability to manage unexpected challenges with a calm and professional demeanor.
• Strong cross-functional collaboration and communication skills. Ability to work effectively and collaboratively in a team environment. Ability to build relationships provide exceptional service attitude. Excellent people skills.
• Sharp listening skills and critical thinker. Possess exceptional problem-solving and research skills.
• Ability to work both independently and as part of a team. Ability to meet deadlines.
• Maintain appropriate professional boundaries. Results orientated and self-motivated.
• Excellent verbal, written, and presentation skills.
• Demonstrated reliability, punctuality, and the ability to work independently while contributing effectively to a collaborative team environment.
• Ability to thrive in a fast-paced, mission-driven, trauma-informed workplace.
• Proficiency with Microsoft Office or Google Workspace and the ability to quickly learn new software applications and office technologies.

Supervisory Responsibility

This position does not manage a team.

Work Environment

This position operates the majority of the time in a typical office environment, spending time at a desk, typing at a computer, talking with people in person and on the phone, taking notes and using standard office equipment such as computers, phones, photocopiers, and filing cabinets. The job requires being out in the community for job fairs, which happens inside, outside, walking, talking with people or in sometimes loud environments.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception an ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk and hear. This position is largely a sedentary role; however, some filing is required. This position requires the ability to occasionally lift files, office products, and supplies, up to 25 pounds and open filing cabinets and bend or stand as necessary.

Position Type/Expected Hours of Work

As a full-time, on-site position, business hours are Monday through Friday from 7:30-4:00pm. This position does not allow for remote work. Longer hours, evenings, and weekend work as necessary.

Travel

No travel is anticipated unless deemed necessary for trainings or other company needs.

Education/Requirements

• High school diploma or equivalent required.
• Minimum of one (1) year administrative, office support, customer service, or related experience in a professional office environment.
• Quickbooks experience a plus.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and work collaboratively with internal and external stakeholders.

AAP/EEO/Diversity, Equity, Inclusion and Belonging Statement

REAP is committed to bringing together humans from different backgrounds and perspectives, providing employees with a safe and welcoming work environment free of discrimination and harassment. We strive to create a diverse & inclusive environment where everyone can thrive, feel a sense of belonging, and do impactful work together. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability*, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our workplace. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence compensation, and training.

• Employees with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on REAP.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with out without notice.