Job Description

Position Summary

CEO is seeking an Office Coordinator to plan, direct, and coordinate a variety of support services for 100+ exempt employees. Primary responsibilities include facilitating fleet management, inventory maintenance, record retention, and facilities management. An ideal candidate is results-oriented, works well with others, accomplishes tasks on time and with attention to detail, and who is accurate and thorough. The Office Coordinator serves as the department's liaison to the City’s central fleet management agencies, establishes work relationships and resolves a variety of day-to-day facilities or support needs problems through departmental officials, building management and work orders, as well as through internal ticketing processes. The Office Coordinator reports to the Director of Operations in CEO.

This position sits in the Operations unit at CEO and is responsible for identifying best practices to be applied in the organization more broadly and collaborating with the entire team and will be required to participate and facilitate support functions as it relates to the Organization’s annual goals.

Essential Functions

• Promotes a positive and inclusive work environment by fostering collaboration, ensuring timely support, and creating solutions that enhance staff productivity and well-being.
• Collaborates with Executive Office staff and senior leaders to implement monthly All Staff meetings and other department-wide activities, coordinating necessary planning, setup, facilitation, and breakdown for events and meetings as needed.
• Creates and maintains tracking system for electronic records of office support requests related to facilities, fleet management, and staff needs and leads communication with requestor and team until resolution of request. Tracks all support requests through tracking system for reporting.
• Collaborates with the Operations Coordinator to oversee inventory control and manage the distribution of goods and materials. Proactively maintains supply of inventory to ensure office activities are not disrupted, working toward an annual plan and budget for office inventory based on year-over-year tracking.
• Resolves operational issues by coordinating vendor deliveries, managing storage needs, addressing minor maintenance tasks, and ensuring the upkeep of printing equipment. Processes all office requests and oversees tasks through to completion.
• Supports onboarding and offboarding activities for staff and contractors by coordinating with operations staff regarding office space needs, updating critical office information and tracking documents, and leading any coordinated efforts between operations and executive office. Develops and implements office coordination process mapping for onboarding and offboarding needs.
• Manages departmental inventory of equipment and rooms and oversees the staff reservation system for usage.
• Maintains accurate inventory records and reports to ensure completeness and accuracy.
• Handles fleet management tasks, including scheduling preventive maintenance, maintaining vehicle usage logs, generating reports, providing driver guidance, managing documentation, and controlling costs.
• Conducts regular facility inspections to ensure safety, cleanliness, and functionality. Manages recurring operations tasks such as vehicle maintenance, filter replacements, refrigerator cleanouts, and storage checks.
• Coordinates repairs and maintenance with the Building Manager or through building work orders.
• Manages employee access badges and their distribution.
• Provides backup support to the Operations Coordinator for procurement duties.
• Performs additional duties as assigned.

Competencies, Knowledge, Skills and Abilities

• Detail-oriented.
• The principles, practices, methods and techniques of procurement processing, requisition, purchasing, and bidding.
• Computer system operations and software including databases, spreadsheets and word processing applications used for requisition record maintenance and tracking systems in procurement processing.
• Project management and scheduling techniques related to procurement operations functions.
• Ability to learn, within a reasonable period of time, the Home Rule Charter Regulations, municipal ordinances, and other legal requirements governing the City’s procurement processes and practices.
• Learn structure, functions, and various workflow systems both within and outside of the department.
• Learn affirmative action and equal opportunity laws as they apply to minority vendors.
• Evaluate departmental procurement and operational policies, procedures, and maintenance systems, and recommend and implement measures to improve efficiency.
• Gather and analyze a variety of facts.
• Ability to physically perform the duties and to work in the environmental conditions required of this position.
• Maintain effective working relationships with vendors, internal departmental officials and personnel, and other City department and agency officials.
• Maintain computerized records and prepare reports and correspondence.
• Communicate effectively, both orally and in writing.

Qualifications

• Completion of an associate degree at an accredited college or university is preferred.
• Two years managing administrative operations and inventory management, or in an area related to the duties described.
• Equivalent combination of education and experience determined to be acceptable.
• This position requires regular activity on your feet and minor lifting of supplies. Ability to lift up to 20 lbs required and be physically active.
• A valid PA Driver’s license is required.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $50,000 - $60,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation : City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

_ *The successful candidate must be a city of Philadelphia resident within six months of hire_

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx