Office Coordinator - The NEST

Role: Office Coordinator

Reports to: Deputy Chief of Programs, Tenant Based

Program: 1603- Housing Retention

Department: Permanent Housing

Location: The Nest - 222 South Hill St. 7th Floor, Los Angeles, CA 90012

Setting: 100% Onsite

Schedule: Monday - Friday, 7:30am - 4pm

Status: Full-time/Non-Exempt/Non-Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

Job Description Summary:

The Office Coordinator will work out of the NEST location and assist the Housing Department with various duties including managing office needs, assisting clients, running report, assisting with data entry needs, and organizing data. Under the direct supervision of the Deputy Chief of Programs, the office manager is a member of the agency's administrative team and, as such, receives direction from other Senior Management staff.

Job Description Essential Duties and Responsibilities:

• Assist the management of data entry, data quality and compliance needs for Intensive Case Management Services (ICMS) teams funded by the Department of Health Services (DHS).
  
• Manage office space on behalf of staff assigned to the NEST. Open and close the office each day at the designated time. Including chart room.
  
• Monitor and triage the 7th floor lobby. Greet and assist all clients, and ensure clients sign in.
  
• Inform assigned staff that appointment has arrived and is in lobby.
  
• Triage clients who arrive without an appointment and identify appropriate services staff available to support client.
  
• Provide trauma informed care to all clients. If a client's behavior escalates, support with de-escalation skills, including but not limited assisting client in leaving the building.
  
• Communicate with downstairs lobby security to ensure any clients in the lobby of building are escorted up to the 7th floor when needed and out of the building upon departure.
  
• Ensure office is clean and clear of hazards, remove boxes, printer supplies and other discarded items quickly and efficiently.
  
• Monitor kitchen, break room, and staff refrigerator and ensure spaces are kept clean and clear of clutter. Keep copier area stocked with paper and clean of debris
  
• Manage data for inventory including but not limited to parking passes, elevator key cards, locked personal cabinets and corresponding key, and stamps.
  
• Assist with managing staff training calendar for department new hire orientation, gathering and organizing the required guides as required by the funder and auditing to ensure compliance
  
• Assist with data entry, printing, chart build out or other tasks as requested by supervisor.
  
• At the direction of supervisor, facilitate archiving of exited program charts. In compliance with agency archive policy, organize charts in boxes, categories, label and input data in appropriate database. Schedule timely pick up of charts for transportation off site.
  
• Maintain Narcan and other harm reduction supplies, track disbursement and report out monthly to appropriate.
  
• Manage the calendar for appointments, van use, and office space/conference room use.
• Complete any required van maintenance and repair tasks, coordinate with fleet manager when any work is required. Ensure timely completion and communicate with supervisor regarding payment.
  
• Submit monthly Gas Credit card report.
  
• Mail packages using UPS, Fed-Ex, or USPS, obtain mail daily and distribute accordingly.
  
• Pick up checks and equipment from Arlington Administrative office as needed.
  
• Communicate any building emergency needs immediately to leadership on-site.
• Order office supplies and manage supply inventory in collaboration with supervisor.
  
• Maintain a respectful and inclusive customer service oriented relationship with staff that report onsite at the NEST, support with orientation, answer questions and redirect appropriately.
  
• Provide coverage for security guard stationed in the lobby downstairs during breaks and lunch.
  
• Other duties as assigned.

Job Description Qualifications:

• High School diploma or GED and at least two years' Administrative/Office experience.
  
• Detail oriented with excellent time management, organizational, written, verbal, skills, with exceptional phone etiquette.
  
• Computer literacy, including knowledge of Microsoft Word, Outlook and Excel.
  
• Knowledge of office management systems and procedures.
  
• Demonstrated passion for the underserved in our community, and willingness to work from a trauma informed and harm reduction perspective.

Job Description Preferred Qualifications:

• Bilingual English and Spanish preferred
• Knowledge of CHAMP and HMIS preferred

Job Description Work Environment: