POSITION SUMMARY
The Simons Foundation is seeking an Office Services Coordinator to provide support to the Facilities & Building Operations department at the Simons Foundation. The Office Services Coordinator will perform a wide range of administrative tasks, including but not limited to accurately screening and routing callers to the appropriate contact, supporting office mail procedures, managing the team inbox, compiling daily guest registration lists, processing foundation supply orders, providing administrative support of onboarding and offboarding functions, coordinating meeting space, preparing various reporting requests, and supporting quarterly administrative network meetings.
This position is a full-time position based on-site at the Simons Foundation’s New York City offices. Visit the Simons Foundation career page to learn more.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
- Create and distribute daily guest lists using Smartsheet and Formstack. Help maintain automated forms using Formstack, including integration and updates.
- Manage the Office Services inbox, responding to requests and inquiries promptly and professionally; purchase requested office supplies using vetted vendors.
- Answer the foundation’s main telephone line with clarity and professionalism, respond to inquiries, and appropriately direct calls.
- Process invoices and expense reports via Concur for Office Services and Facilities teams.
- Provide administrative support for the internal Certificate of Insurance (COI) process.
- Perform tasks related to the on/offboarding of employees, including updating staff information in the foundation’s emergency notification system.
- Assist the Building Operations team with administrative duties, including document management (FileMaker Pro), printing, copying, mailing, meeting coordination, calendar management, and guest registrations. Provide backup to supply restocking and mail delivery as needed.
- Provide administrative support for the foundation's room-booking platform (Eptura Engage), updating room booking permissions, generating reports to support meeting space and resource management, and troubleshooting.
- Partner with various departments throughout the foundation to process outbound FedEx shipments, including freight shipments.
- Support the planning and facilitation of quarterly administrative meetings, including agenda development, calendar invitations, and coordination with attendees and presenters.
- Assist Office Services Supervisor in maintenance of team Standard Operating Procedures to support consistent operations.
- Assist with special projects and perform any other duties as assigned or required.
MINIMUM QUALIFICATIONS
Education
- Bachelor’s degree preferred but not required
Experience
- At least two years of experience in a relevant role or similar position
- Experience working with a nonprofit a plus but not necessary
Related Skills & Other Requirements
- Punctual and exceptionally reliable. This position is full-time onsite Monday through Friday.
- Excellent prioritization and time-management skills
- Ability to work well under pressure and manage multiple tasks/priorities
- Strong interpersonal skills, flexibility (sense of humor appreciated) and professionalism, tact and diplomacy
- Ability to work effectively both as part of a team and independently
- Establish and maintain strong working relationships with internal and external stakeholders.
- Strong written and verbal communication skills with acute attention to detail
- Solution-focused and able to solve problems effectively and efficiently
- Proficiency with Microsoft Word, Excel, and PowerPoint
- Familiarity with Formstack, Smartsheet, Concur, and/or Eptura Engage a plus
Physical Requirements
- Move and transport supplies and equipment weighing up to 50 pounds occasionally
- Move throughout several nearby office buildings to provide administrative support with supplies, meeting and deliveries
Required Application Materials
- Please submit a résumé and cover letter stating your interest in the position
Compensation & Benefits
- The full-time annual compensation range for this position is $60,000 - $67,000, depending on experience
- In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package
Our Commitment to Expanding Pathways to Science & Opportunities for All
Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.
The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.