Administrative Services Coordinator

Catholic Charities of TN

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Job Summary

Catholic Charities is a growing non-profit organization seeking a fulltime Administrative Services Coordinator. The Administrative Services Coordinator is responsible for and supervises the maintenance, care, and efficient operation of all equipment and facilities used by the organization. This position supervises the front desk and supports the human resources department. This position is located at the Catholic Pastoral Center, 2806 McGavock Pike, Nashville, TN 37214. Hours are Monday through Friday, between 8:00 a.m. and 4:30 p.m., but flexibility is required.

Job Responsibilities

• Responsible for procuring and maintaining phone and phone systems including wired and wireless for all personnel.
• Responsible for procuring and maintaining major office equipment including copiers, postage machines and fax machines by location.
• Manages the front desk staff and volunteers. Ensures adequate procedures at the front desk and excellence in Clients services.
• Prepares reports, reconcile and prepare journal entries for payments related with major office equipment.
• Procure breakroom equipment and supplies as needed.
• Monitor shredding services and off-site records keeping. Work with the departments and the records management company when records need to be stored or retrieve.
• Responsible for setting up new Catholic Charities locations including but not limited to leases, utilities, phone systems, security systems, fire extinguishers maintenance and general building maintenance.
• Maintain occupied properties leased/owned for Catholic Charities’ office space including but not limited to leases, utilities, networks, phone systems and general building maintenance.
• Procures, reviews invoices and receipts and prepares check requests for all properties related to Catholic Charities’ occupancy including but not limited to leases, utilities, maintenance, and phone systems.
• Pre-reconcile the Agency credit cards and purchasing accounts which are used by various departments, collect receipts for purchases and expenditures.
• Work with Catholic Mutual to obtain Certificates of Insurance when requested; maintain Surety Bonds where needed. Maintain the files of the Certificates of Insurance in order to submit check requests for the monthly billing.
• Maintain a list of all authorized drivers for agency vehicles, keep record of driver license and car insurance. Notifies the Diocese of any changes.
• Be the liaison between Catholic Charities and the Agency attorneys, specifically when setting up leases for new facilities, renewal of leases for current locations, grants, or establishing Memorandums of Understanding with various facilities or universities.
• Serve as liaison with the leasing companies for the agency vehicles, oversee the research of leases and renewal options when needed, maintain monthly payments for those vehicles.
• Oversees gas cards and Agency vehicle insurance. If an accident or some type of vandalism occurs involving an agency vehicle, collect the incident report prepared by the Fleet Management Coordinator and files the report with the police department.
• Communicates with the Diocese’s Facilities Superintendent regarding building access cards for new hires, damaged or lost cards. Work with the Diocese on building improvements, safety concerns or general maintenance, when needed.
• Purchase bulk gift cards requested by the departments, as needed.
• In conjunction with the Executive Assistant, coordinate movers for donated items and/or moving the items to Catholic Charities facilities, maintain storage rooms and assist employees when they need office furniture.
• Assist Human Resources with phone screening of candidates, employment verification for new hires, checking personal references and other tasks as required.
• Notarize documents as needed in the normal course of the business for Catholic Charities’ staff.
• Program and/or issue access cards and keys for new hires, volunteers and interns, when needed.
• Set up cell phones for staff.
• Maintain employee directory with work cell phone numbers and/or assigned extensions.
• Coordinate with hiring managers to set up workstations for new employees.
• Perform other related duties as assigned.

Qualifications

Education/Experience:

• High School diploma or equivalent.
• Minimum five years’ experience in facilities management for a large organization.

Other Skills or Requirements:

• Registration: Notary Public.
• Knowledge of modern office practices and procedures.
• Working knowledge of general office equipment, equipment systems, and networks including proficiency in, but not limited to, Microsoft Office and other related hardware and software products.
• Detail oriented.
• Ability to multi-task, work under pressure, and meet deadlines.
• Capable of accepting responsibilities, prioritizing work, and working under pressure.
• Demonstrate flexibility with and adapt to program changes.
• Shows initiative and works well independently with minimal supervision.
• Must use good judgement and experience when dealing with vendors.
• Courteous and tactful when dealing the public.
• A strong sense of and respect for confidentiality concerning clients and fellow employees.
• Must have reliable vehicle (and current registration and insurance) to use for agency business, as needed, with mileage reimbursement.
• Ability to work effectively with others.

Additional Information

Benefits

How to Apply

Qualified candidates should send a resume and a cover letter detailing interest, desired salary, and available start date to: https://recruiting.paylocity.com/recruiting/jobs/Details/1607464/CATHOLIC-CHARITIES-OF-TENNESSEE-INC/Administrative-Services-Coordinator

Catholic Charities of Tennessee is an equal opportunity employer. Catholic Charities does not discriminate in regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.

Satisfactory completion of a background and reference check is required.

Details

• Date Posted: April 14, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Working Hours: 37.5 hrs./wk.