Office Services Coordinator

Founded in 1985, the Physicians Committee for Responsible Medicine (PCRM) is a nonprofit organization working towards compassionate and effective medical practice, research, and health promotion. PCRM promotes preventive medicine, especially through good nutrition. PCRM has led the way for reforms of federal nutrition policies and continues to break ground with its clinical research programs, which have shown the dramatic benefits of a vegetarian diet. PCRM encourages higher standards for ethics and effectiveness in research. We oppose unethical human experiments and promote alternatives to animal experimentation.

The PCRM Foundation is seeking an Office Services Coordinator to assist with the smooth and efficient day-to-day operation of PCRM’s 13,000 square foot office space and residential guest house by assisting with matters pertaining to conference and meeting support; general office maintenance and cleanliness; office supplies, equipment, furniture, and files; mail processing; literature and merchandise fulfillment; and inventory management.
 

Primary Areas of Responsibility and Specific Duties

• Facilities Support
  • Provide reception services to staff and guests coming to PCRM’s Literature Fulfillment and Office Services Center
  • Receive, evaluate, prioritize, facilitate, track, and respond to all facilities related requests from staff, e.g., hot/cold calls, office supply requests, light bulbs, toner, maintenance of fax, copy, and shredder machines, moving heavy items, access related requests, etc.
  • Establish and implement standard response times for various common requests
  • Maintain vendor lists and contact information
  • Act as a liaison with the building’s property management
  • Order office supplies and assist Facilities Coordinator with the stocking, organizing, and inventorying of office supplies
  • Assist Facilities Coordinator and Manager with office cleanliness and neatness
  • Assist with suite security by being alert to suspicious visitors, packages etc.
  • Be an expert on PCRM’s emergency procedures
  • Assist with the coordination of guests at PCRM’s residential guest house
  • Assist with errands as needed
• Conference and Meeting Support
  • Keep conference room calendars up-to-date and coordinate shuffling of rooms as needed
  • Coordinate use of subleased third floor conference room
  • Post daily schedules
  • Prepare conference rooms in advance of meetings (i.e., make sure room, table, and chairs are clean; set up equipment and supplies, etc.)
  • Lend support to staffers who need assistance operating media and telephone equipment
  • Ensure that conference rooms are cleaned up after meetings conclude and that equipment is turned off and recharged
  • Maintain conference room binders which provide helpful information such as contact lists, conference calling instructions, etc.
• Administrative Support
  • Prepare check request forms for operations-related invoices, credit card statements, and expense reports
  • Assist with the distribution of incoming and interdepartmental mail and faxes
  • Assist with receiving and logging incoming supplies and literature
  • Assist with all aspects of inventory control
  • Prepare correspondence
  • Maintain department files
  • Maintain spreadsheets and databases
  • Maintain contacts and calendars
  • Schedule appointments
  • Maintain supply of parking validation stickers and track use as needed
• Literature Fulfillment Support
  • Ensure that the entrance to PCRM’s Literature Fulfillment & Office Services Center is clean, clear, and welcoming at all times and that the self-service literature racks are stocked with a variety of current and appropriate literature
  • Work with Fulfillment Coordinator to keep the Fulfillment Center adequately stocked with inventory/supplies, organized, clean, and clutter-free
  • Assist Fulfillment Coordinator with the fulfillment of literature and merchandise requests from the public and staff
  • Assist Fulfillment Coordinator with gathering and preparing materials for conferences
• Other
  • Write and maintain detailed standard operating procedures and project status reports for primary areas of responsibility
  • Cross train with other facilities positions including Receptionist, Facilities Coordinator, and Literature Fulfillment Coordinator
  • Provide backup reception coverage
  • Assist with all aspects of meeting the needs of the facilities department and PCRM

Required Education, Experience, and Skills

• Education
  • Minimum of a high school degree; bachelor’s degree preferred
• Experience
  • Prior receptionist/customer service/administrative experience a plus
  • Prior experience in a facilities or operations-related position a plus
  • Experience in a nonprofit setting preferred
• Skills
  • Ability to deliver excellent customer service to employees as well as outside partners
  • Ability to organize physical spaces, materials, and information with a high degree of attention to detail
  • Excellent written and verbal communication skills including the ability to summarize key issues and activities
  • Ability to handle multiple tasks, prioritize, work well under pressure, meet deadlines, and see projects through to completion in a very fast-paced environment
  • A proactive and industrious work ethic
  • Ability to establish and maintain good relationships with vendors
  • Ability to make sound, independent judgments
  • Ability to develop solutions to any identified problems
  • Proficient use of Microsoft Office suite
  • Professional skills, demeanor, and work ethic
  • Ability to maintain a sense of urgency, efficiency, and flexibility
• Other
  • Enthusiasm for PCRM’s mission and objectives
  • Ability and willingness to travel to related seminars, conferences, training, meetings, etc.
  • Interest in developing new competencies as needed for the responsibilities of the position
  • Ability and willingness to work evenings and weekends as needed

Terms of employment: Full-time in PCRM’s Washington, D.C., office (Friendship Heights neighborhood/metro)
 

How to apply: Please mail, fax, or e-mail (preferred) a cover letter (see note below) and your résumé to:

The PCRM Foundation
Attn: Sarah Petersen
5100 Wisconsin Ave., N.W., Ste. 400
Washington, D.C. 20016
Fax: 202-527-7410
E-mail: careers at pcrm dot org (Please note “Office Services Coordinator” in the subject line of your e-mail.)

Note: Please include the following in your cover letter: an explanation of your interest in joining The PCRM Foundation, where/how you found out about this career opportunity, and your salary requirement.