International Justice Mission

  • Office Operations Coordinator

    Job Location US-DC
    Category
    Administrative
    Position Type
    Jobs | Regular Full-Time
  • The Need

    International Justice Mission (IJM) is a dynamic, highly professional organization that has experienced rapid growth and an expanding platform of work globally. The Human Resources department is seeking an energetic administrative professional to represent IJM to external audiences and provide excellent office support for our growing organization. The successful candidate will have experience in a fast-paced office environment and the ability to carry out multiple administrative tasks to completion with minimal oversight.

     

    This position is based at IJM Headquarters in the Washington, DC area and reports to the Office Manager.

    Responsibilities

    Serve as Primary Point of Contact for IJM

    • Professionally receive and direct all incoming phone calls to appropriate staff;
    • Manage IJM’s general e-mail account, ensuring all constituents receive an accurate and timely response;
    • Greet and welcome guests to the office with a friendly, warm, and hospitable demeanor while still maintaining IJM’s security protocols;
    • Receive and process all incoming mail and packages;
    • Routinely update the Front Desk Manual according to new practices and procedures, maintain the Front Desk tracking system and regularly audit front desk administrative resources;
    • Train temporary receptionists and administrative staff on front desk coverage; and
    • Actively stay apprised of IJM’s external messaging and communication guidelines.

    Coordinate Day-to-Day Office Administration

    • Manage general inventory to ensure timely acquisition of office equipment, furniture and office supplies;
    • Ensure office is kept clean, orderly and in good condition; coordinate office maintenance by submitting work requests to landlord or securing estimates from vendors; scheduling and overseeing repairs;
    • Provide logistical support to Office Manager during staff moves or office expansions;
    • Lead the coordination of the IJM Headquarters tour program. Update tour content and oversee tour guide training and scheduling;
    • Coordinate monthly transportation benefits for employees and serve as the main point of contact with parking vendor;
    • Maintain updated administrative resources and SharePoint site for HQ staff;
    • Oversee all mail processes to ensure cost-effective and efficient shipping methods for staff;
    • Process ongoing expense reports and staff payments; and
    • Provide event support for each new staff Orientation session.

    Requirements

    Required Skills and Experience

    • Bachelor’s degree;
    • Minimum of one year experience providing office/administrative support in a fast-paced, professional environment;
    • Strong working knowledge of Microsoft Word, Excel, Outlook, and SharePoint;
    • Superior administration skills, with proven ability to manage multiple projects and tasks simultaneously;
    • Exceptional written and oral communications skills;
    • Demonstrated ability to develop effective working relationships; and
    • Prior experience with automated phone systems preferred.

    Critical Qualities

    • Mature orthodox Christian faith as defined by the Apostles’ Creed;
    • Highly organized and extremely detail oriented;
    • Poised, confident demeanor with patience and calm resolve during high-pressure situations;
    • Personable;
    • Strong ethic of service;
    • Sustained positive attitude; and
    • Creative, innovative and resourceful; adept at creative problem solving.

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