JOB TITLE: Office Coordinator
EMPLOYMENT TYPE: Full-Time
REPORTS TO: Senior Operations Manager
LOCATION: Long Island City,
The Arab-American Family
Support Center (AAFSC) is a non-profit, non-sectarian organization established
in 1994 to provide culturally and linguistically competent, trauma-informed
social services. Across our eight locations, we empower immigrants and refugees
with the tools they need to successfully acclimate to the world around them and
become active participants in the community. While we support anyone who walks
through our doors, over nearly 27 years, we have developed expertise in serving
the Arab, Middle Eastern, Muslim, and South Asian (AMEMSA) immigrant and
AAFSC works across four
priority areas—Promote, Get Ready, Prevent, and Communicate—to achieve our
ultimate goal of strengthening families. AAFSC promotes mental and physical
wellbeing, food security, healthy relationships, and family reunification. We
get our families ready to succeed, work, and lead productive lives. We prevent
domestic violence, child abuse, and neglect by counseling families, offering
case management services to victims of violence, and cultivating healthy
relationship skills in young people. Finally, AAFSC communicates the needs of
the marginalized, amplifying their voices for increased impact.
is seeking an experienced Office Coordinator to support the administrative and
operational functions of two co-located offices in Long Island City. This
position requires someone who can provide excellent customer service as they
will act as the first face to visitors, program participant, or partner will
encounter at AAFSC. This is a dynamic role will wear multiple hats and requires
someone who is highly organized and reliable. The Office
Coordinator will organize and coordinate office administration and procedures
at both Long Island City offices to ensure organizational effectiveness,
efficiency, safety and security. This position is responsible for supporting
intra-office communication protocols, streamlining administrative procedures,
and inventory control. The ideal candidate is an energetic professional who will
wear multiple hats and is experienced in handling a wide range of
administrative and executive support related tasks. This person must be able to
work independently, demonstrate that they are well organized, flexible, and
enjoy the administrative challenges of supporting a dynamic and diverse
workplace. A commitment to immigrant, refugee, and low-income communities is
essential for success in this role.
DUTIES AND RESPONSIBILITIES:
· Responsible for supporting the
co-located Long Island City offices with supply maintenance and requisition, organization
& cleanliness of all private & shared office spaces, proper storage of
files & equipment, as well as developing, implementing, and codifying in
writing the appropriate policies, procedures, and protocols to support these
day-to-day functions or other Operations functions in coordination with the
Senior Operations Manager.
- Coordinate with landlord, building
management, and other vendors to address maintenance issues.
- Coordinate with vendors on projects and
- Organize and maintain logs for fire and emergency
drills. Lead drills as needed.
- Manage building and office ID cards and/or
keys (activation, deactivation, collection, distribution).
- Maintain a log for building/office IDs and
- Assist with set up and clean up before and after
events and meetings.
- Manage conference and meeting room
· Maintain list of updates needed for technological
infrastructure, hardware, and software to support all AAFSC employees at
assigned office spaces.
· Support office
services by ensuring office operations and procedures are organized,
correspondences are controlled, filing systems are designed, supply
requisitions are reviewed and approved and that clerical functions are properly
assigned and monitored.
· Establish a
historical reference for the office by outlining procedures for protection,
retention, record disposal, and retrieval.
· Ensure office
efficiency is maintained by carrying out planning and execution of equipment
procurement, layouts, and office systems.
· Assemble, move, and
replace office furniture as needed.
· Use critical thinking
skills and information gathered to suggest procedures and standards to guide
the efficient operations of the office.
· Establish and monitor
procedures for record keeping and ensure filing systems are maintained and current.
· Maintain a safe and
secure working environment.
- Coordinate with AAFSC finance and
administrative staff to finalize corporate credit card reconciliation
process (e.g. gathering receipts, applying cost codes and expense codes).
- Prepare check requests as needed.
- Coordinate and track check request/payment
process (AAFSC staff signatures, submission to finance process, finance
and leadership signatures, etc.).
- Maintain regular filing and records in
accordance with AAFSC and government policies including digital storage
and a log of all completed and submitted check requests.
- Coordinate with AAFSC human resources
department as needed to ensure AAFSC offices have required workplace
notices, that HR forms are processed, and other requests are addressed.
- Prepare travel requests for staff as needed.
- Provide back-up support for programmatic
operations as needed including incentive and travel supports ordering,
distribution, and management.
- Serve as receptionist, greeting and welcoming
all guests to the office.
- Maintain daily visitor log.
- Direct visitors to appropriate person or
- Answer, screen, and forward incoming phone
calls to the appropriate person. Direct company voicemail as needed.
- Help community members with information and
referrals to internal as well as external services as needed, including
assisting community members with finding information, preparing
information or paperwork, & submitting information electronically.
- Obtain permits for community events outside
of AAFSC sites as needed.
- Ensure that front desk/reception area
remains clean and well organized.
- Receive, sort, and distribute daily mail and
Analyze and monitor internal
Prepare operational reports
and schedules to ensure efficiency.
Implement procedural and
policy changes to improve operational efficiency.
Ensure that results are
measured against standards, while making necessary changes along the way.
Perform review and analysis of
special projects and keep the management properly informed.
Determine current trends and
provide a review to management to act on.
Develop, execute, and supervise plans, policies, and practices that
control, protect and enhance the value of organizational data and information
assets throughout their life cycles.
Recommend physical infrastructure updates as the organization scales to
maximize and strengthen the internal capacity of our high-impact organization.
Ensure the smooth and adequate flow of information within the organization
to facilitate other business operations by:
Following up periodically on data integrity and the effectiveness and
efficiency of chosen information management, financial management, and human
Ensure that organizational, financial, personnel, and business
administration data is available, accurate, complete and secure.
Support adherence across the organization to all operations standards
Every AAFSC team member serves as an ambassador of the organization and
champion of AAFSC’s mission, vision and values. This includes the following:
relationships on behalf of and in support of the organization in partnership
with Senior Leadership and the Resource Development team. This includes being
sensitive to and aware of others, providing every client, partner and
participant with high-quality service, professional communication, and follow
through, and always keeping Senior Leadership and the Resource Development team
aware of any opportunities, challenges, or updates.
All team members
are expected to support the Resource Development team with any requests in a
timely manner, including, but not limited to: grant applications, reports, attendance
at meetings, hearings, or other events, and sharing of AAFSC social media,
flyers, and other externally-facing communications.
Always act with
integrity, positivity, dedication, and professionalism within the office and
externally. This includes, but is not limited to, email communication, verbal
communication, communication with colleagues and peers, communication with
clients, or communication with external partners or agencies.
Other duties and
AAFSC meetings and internal and external trainings.
Remain updated on
technical and professional knowledge by attending educational workshops,
joining professional associations, building networks with fellow professionals,
and reviewing of industry publications.
duties assigned by Supervisor, COO and President & CEO.
Strong writing and
communication skills required.
Must be able to
travel between AAFSC locations across New York City as needed.
Must be able to
work occasional weekends and evenings for special events or operations needs.
Maintain confidentiality and handle sensitive information with
organizational, time-management, follow-up, and administrative skills with
attention to detail.
skills in English as well as Arabic, Bangla/Bengali, Urdu, and/or Hindi
management, administrative or assistant experience.
knowledge of office management responsibilities, systems and procedures.
management skills and ability to multi-task and prioritize work.
Attention to detail
and problem-solving skills.
and verbal communication skills.
organizational and planning skills.
Proficient in MS
accounting, data and administrative management practices and procedures.
clerical practices and procedures.
business and management principles.
Computer skills and
knowledge of office software packages.
Must be able to
lift or carry items weighing on average 35 pounds on a regular basis.
the ability to work independently, and as a part of a team, in a fast-paced deadline-driven
We are an equal opportunity employer that values diversity at all
levels. All individuals, regardless of personal characteristics, are encouraged
Arab American Family Support Center is an EEO employer - M/F/Vets/Disabled