Office Administrator; CCF

The California Community Foundation (CCF) is a public, charitable organization serving Los Angeles County in multiple capacities since 1915. We encourage philanthropy by individuals, families, companies and organizations, and serve as a trusted steward of their charitable funds and legacies. We make grants and collaborate with nonprofits in specific areas, and concentrate attention and resources on the needs of the most vulnerable individuals and groups in the community.

CCF convenes and engages nonprofit, private and public-sector partners to increase philanthropy and incorporate philanthropists into community problem solving in Los Angeles.

CCF is a dynamic environment that values individuals who want a purpose more than a position. We have a diverse and talented team of experienced and passionate advocates for our community. We are a learning organization driven by the idea that continuous improvement furthers professional development and increases our ability to effect positive change. We seek individuals who thrive in a fast-paced setting highly focused on results and impact.

CCF is hiring an Office Administrator, reporting to the Director of Human Resources. This position is responsible for providing administrative support to the organization in addition to the coordination of emergency and facility management. This position serves as the primary back-up for front desk phone and reception coverage and is vital part of the Human Resources and Administration department.

Major Responsibilities:

• Office Administration
  :
  Coordinates support for all office operations including opening the office each morning and morning meeting set-up, office closing and meeting clean-up. Orders and receives furniture, office supplies and equipment within CCF budget guidelines. Reviews and compiles office services invoices. Performs periodic inventories to ensure adequate supply levels.
• Facility Coordination
  :
  Acts as liaison with building management for cleaning services, building maintenance and repairs, safety/emergency preparedness and security. Coordinates and assists with kitchen organization, supplies, cleaning and equipment maintenance. Oversees the administration of parking validations. Communicates facility-related information to all staff.
• Emergency Management
  :
  Serves as floor warden for CCF office, coordinating and maintaining roster of emergency assistance staff, coordinate training as needed and required, and interacting with building management to ensure the safety of all staff and visitors to the CCF offices.
• Vendor Administration
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  Coordinates outside vendor relationships for office services, including equipment maintenance, water delivery, coffee service, newspaper delivery and invoice reconciliation.
• Files and Records
  :
  Coordinates off-site storage facilities, oversees general operation of on-site file systems, Electronic Records Management System and file retention policies. Establishes and ensures maintenance of databases and department filing systems, both hard copy & electronic versions. Creates and updates forms and letters. Maintains inventory and catalog of documents stored in the on-site CCF Storage room and ensures the room is organized.
• Administrative Support
  :
  Provides administrative support to the Human Resources and Administration Departments including: composing, processing and expediting correspondence and faxes; processing mailings including quarterly investment reports, tax returns and copies of award letters; creating and maintaining department files; scheduling meetings; copying and scanning documents. Conducts research as required related to vendors. Maintains the CCF internal communication board to provide relevant content on current events, benefits, recognition, health, and training topics.
• Front Office Support
  :
  Acts as primary back-up for front-desk phone and reception coverage during breaks, lunch, and late afternoon and in the absence of the receptionist. Processes outgoing mail, performs closing lunch room procedures.
• Special Projects
  :
  Coordinates administrative tasks and special projects with other CCF departments. Works on special projects as assigned.
• General
  :
  As…