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8 Nov 2022

Full-Time Office Administrator

Jewish Vocational Service – Posted by JVSHR225 San Francisco, California, United States

Job Description

Why Join JVS?

JVS is a nonprofit working to close opportunity gaps in employment by supporting jobseekers with the skills and confidence to secure quality careers with family-sustaining wages. Grounded in core values of racial equity and focused on helping our clients achieve economic mobility, we believe everyone deserves access to training and the chance for a good job. JVS develops training programs in close partnership with employers in high growth sectors, offering high quality jobs.

Building on decades of experience and success, JVS is a data-driven organization that takes a whole systems approach to addressing employment and economic equity. Through our direct service programs, employer engagement and policy change, JVS is working toward a future where everyone has access to quality education and training programs that lead to high quality employment and economic mobility.

The Role

The Office Administrator will oversee the daily workflow of administrative operations at our San Francisco office. This role will serve as the primary point of contact for all in-office space management and coordination, staff and guest experience, safety and monitoring, administrative and scheduling support, and provide light technical support.


General Responsibilities

  • Provide excellent customer service and receive and direct all staff, vendors, and visitors
  • Manage organization of floor plan and ensure the office space is ready for daily business
  • Assist in the development of hybrid-office work efficiencies for our staff
  • Lead in-office emergency safety and protocols
  • Support/assist in facilities and IT management
  • Administrative support of Executive Management Team
  • Some reception and phone work
  • Manage incoming/outgoing mail
  • Keep common areas well stocked and tidy
  • Familiarity with common procedures and principles used in the office
  • Perform other related duties when needed

Administrative Support and Event Coordination

  • Calendar coordination/booking of conference rooms and common areas, including providing any in-person assistance
  • Assist and support of large group and team meetings
  • Organize and plan team member events (office lunches/breakfasts, holiday parties and celebrations, offsite meetings, etc.)
  • Scheduling, coordination and support of meetings for Executive Management Team
  • Draft, edit and support internal and external communications, including company messaging, pitch decks, and presentations
  • Provide light technical support including Zoom room set-up, retrieving and sending technical supplies, use of Zendesk ticketing, and other tasks as needed
  • Ensure that all computers, copiers, fax machines, and other office equipment are functional
  • Document digitization
  • Order office and program supplies when needed

Mail and Check Deposits

  • Process in-coming physical mail and packages, sort and deliver to appropriate persons
  • Process mail via a virtual mail box, forwarding mail to appropriate persons
  • Check depositing
  • Boxing and shipping of program supplies
  • Collect out-going mail, apply correct postage and deliver to appropriate mailing facilities
  • Handle special mailing needs – FedEx, registered mail, etc. as available to do so

Safety and Security

  • Primary point of contact on security and emergency in-office procedures
  • Work with building management to ensure compliance with building safety, security and emergency preparedness measures

Minimum Qualifications

  • Excellent organizational skills and attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Excellent verbal and written communication skills
  • Strong customer service and relationship management skills; able to work in a multicultural environment with diverse staff and clientele
  • Takes initiative; ability to work independently and as part of a team
  • Comfortable handling confidential information
  • Good judgement/decision making ability
  • Ability to function well in a high-paced and at times stressful environment
  • Able to adapt to changing circumstances and changing processes
  • Basic understanding of how to operate standard business and technology equipment
  • Proficiency with Zoom, SLACK, and Microsoft Suite

Preferred Qualifications

  • Experience working with IT equipment and IT support
  • Experience developing/implementing hybrid-office work efficiencies
  • Familiarity with DEI practices
  • Experience developing standard operating procedures and promoting process improvement


What We Offer 

  • Annual Salary: $65,000- $70,000
  • Equitable pay
  • 100% covered medical and dental plans for the employee
  • Twenty (20) days of PTO +  twelve (12) days of Paid Sick Leave
  • Paid federal and Jewish holidays
  • 403(b) retirement contribution match
  • Healthcare and Dependent Care FSA
  • Pet Insurance Discounts
  • Employee Assistance Program
  • Professional development opportunities


JVS is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender, gender identity, gender expression, sexual orientation, age, national origin or disabilities. We welcome diverse applicants. Please let us know if you need accommodations or auxiliary aids for the interview process.


JVS values intersectional racial equity and strives to center people of color, people from working class backgrounds, women and LGBTQ+ people. We strongly encourage applications from people with these identities or who are members of other communities that experience marginalization.

How to Apply

Job Types: Full-Time.

Job expires in 70 days.

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