Administrative Assistant I

Published
January 8, 2022
Location
Menlo Park, CA
Category
Job Type

Description

About Us: LifeMoves is one of the largest and most effective providers of shelter and supportive services across Silicon Valley and the San Francisco Peninsula.  As a results-driven organization, since 1987, our mission has been to provide interim housing and supportive services that create opportunities for homeless families and individuals to rapidly return to stable housing and long-term self-sufficiency. Our successful therapeutic service model combines clean, modern housing with intensive supportive services that promote dignity and motivate our clients to achieve autonomy.  LifeMoves operates over 15 major sites from San Jose to Daly City.

Culture: LifeMoves staff are dedicated to serving our community.  Diverse in background, outlook and life experience, our team addresses important social issues with passion and creativity.  A culture of collaboration and innovation provides a thriving and successful environment for all. We foster personal growth through ongoing investment in the professional development of our staff.  Together, we are committed to breaking the cycle of homelessness and helping our clients achieve long-term self-sufficiency.

Position Summary: LifeMoves is seeking an experienced, dedicated, and enthusiastic Administrative Assistant to serve as the first point of contact for the Administrative site. They will be responsible for a wide range of administrative activities which include answering calls, maintaining office calendars, and ordering supplies. In addition, the Administrative Assistant is responsible for receiving and fielding donations which come to our site.

Office Administration Responsibilities:

  1. Act as the first point of contact for the Administrative site:  Manage the front desk, meet and greet visitors, answer incoming calls and transfer them appropriately. 
  2. Provide callers with accurate information such as company address, fax and phone number, directions to various locations, company website and other related questions or concerns.
  3. Transfer potential clients to the appropriate referral agency (north and south counties).
  4. Maintain and update office calendars through extensive Outlook use
  5. Provide administrative support such as copying, faxing, assembly as needed for the Administrative Office.
  6. Maintain conference room calendars and ensure staff keeps rooms tidy
  7. Facilitate weekly schedule to ensure kitchen stays clean and organized. 
  8. Work w/Logistics specialist to monitor safety cameras – report to Safety Manager if unresponsive or blocked equipment
  9. Admin site liaison for maintenance tickets via FMX, our facilities portal
  10. Open mail paying close attention to incoming checks.  Process checks via our standard operating procedure.
  11. Process all correspondence and distribute mail; Maintain admin location Pony Express interoffice mail bin
  12. Provide administrative support to other site staff when they visit or contact admin.
  13. Assists in the ordering, receiving, stocking and distribution of office supplies for the Organization.
  14. Assists with other related clerical duties such as photocopying, faxing, filing and collating and maintaining printers, copiers and postage machine.  Understand admin fire alarm, security and thermostat.  Call for repair and issues.
  15. Water plants 1x a week throughout Admin.
  16. Walk grounds and parking area to ensure site is free of debris, trash and facilitate resolution.
  17. Assist w/event planning

In-Kind Furniture Responsibilities:

  1. Field calls and emails regarding donations and determine if there is a need for item. Respond back to donor within 8 hours of receipt of message.
  2. Coordinate and schedule donation pick-ups with our maintenance team
  3. Facilitate donation drives with development team to ensure there is a distribution plan for items
  4. Stay current on the donation needs of the sites
  • Assist w/ Parca (our excess donation outlet) pick-ups at Administrative building as needed
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