- Work with FCNL
The Office Coordinator is the logistical coordinator for FCNL’s three Capitol Hill spaces and serves as a central figure in maintaining our office environment and operations. The Office Coordinator’s primary focus is to provide a welcome reception to FCNL and to support the office’s day-to-day functions.
In this aspect the Office Coordinator manages office systems including supplies, scheduling, invoice processing, phones, and event support. The Office Coordinator is also the first public face of the FCNL office, ensuring a welcoming and professional response to FCNL constituents whether the constituent’s contact with FCNL is in person or over the phone.
In this capacity, the Office Coordinator sits at the front desk and is responsible for incoming calls, deliveries, and arriving guests, the distribution of mail, along with other administrative duties as assigned. The Office Coordinator is a member of the Finance and Administration team and is supervised by the Associate Executive Secretary for Finance and Administration.
FCNL works for social and economic justice, peace, stewardship of the environment, and good government. Since 1943, the Friends Committee on National Legislation (FCNL) has brought Quaker values to bear on national policy through congressional testimony, Capitol Hill visits, grassroots lobbying and long-term campaigns. We accomplish this work through focused legislative campaigns, educational activities, publications, email and social media and a robust web site, among other tools. FCNL witnesses from a basis of spiritual and ethical purpose and seeks to change government policy and practice for the better.
In the last decade, tens of thousands of new people have been drawn to join the FCNL network to learn more about federal policy issues, lobby their elected representatives and help to rebuild our democratic system. Today, our nationwide network of some 60,000 includes people from many different faiths and backgrounds. Headquartered on Capitol Hill in Washington, DC, FCNL is governed by a General Committee of about 190 people from across the country and employs a staff of approximately 50.
The Finance, Administration and Building team manages all financial and accounting functions, IT and Data Management functions, office services and facilities for a staff of more than 50. This team is also responsible for overseeing the day-to-day operations and upkeep of FCNL’s green building (the first on Capitol Hill), the Quaker Welcome Center, and the second office space located at 518 C St NE.
Key Priorities and Responsibilities
Front Desk Duties
- Answer the phone for all incoming calls, forward or handle as necessary
- Open the door for guests and inform appropriate staff of their arrival
- Sign for all deliveries and inform appropriate staff of their arrival
- Maintain coverage of the front desk during normal office hours, with the help and support of the supervisor; provide training to staff or volunteers who may cover the front desk in the absence of the Office Coordinator
- Maintain and update a front desk handbook covering procedures related to this position (and for those covering in the absence of the Office Coordinator)
Support for Building Operations and the Business Office
- Schedule and train Young Fellows on public information [PI] functions: front desk coverage, supply request fulfillment, etc.
- Support the admin team on clerical tasks that can be performed at front desk, e.g. orientation materials, address updates for development
- Order office and building supplies
- Maintain short-term storage inventory; send and retrieve items as needed
- Manage upkeep of common areas (i.e. lobby, kitchen, coffee bar, etc.)
- Administer calendars for all meeting areas and conference call services
- Gain full understanding of all technology at the QWC for training purposes
- Administer phone systems at both 245/QWC and 518C locations; update, move, cancel, and change extensions to reflect current staff; instruct staff in setting up voicemails, password, and greetings
- Process all incoming payables invoices, digital or hard copy, for submission into invoice management software
- Collaborate with accounting to address invoice discrepancies and ensure all invoices are entered in a timely manner
- Maintain relationships with existing vendors to report problems and where needed research replacements that will better serve organizational priorities
- As needed, and under reasonable conditions, provide support to facilities
- Other duties as assigned
- Coordinate all catering orders for events, including governance committee meetings; ensure appropriate ordering levels, cost effectiveness and dietary restrictions
- Assist with physical setup for in-office events, prepare spaces and provide access to necessary technology
- Oversee the scheduling of conference calls and use of relevant systems including training and occasional call support; connect call organizers with recordings as needed
- Serve as a support resource for technology in the conference rooms and especially for the QWC
- Ensure that postage machine balances are maintained and that an adequate supply of mailing envelopes are available
- Date stamp all incoming mail, set aside all first-class mail for later processing, and distribute all non-first-class mail to appropriate staff mailboxes
- Process UPS shipments
- Inform development team when mail is ready for processing, including an assessment of volume
- Communicate with vendors for mail delivery/pickup and with USPS to stay abreast of service issues, delays, delivery problems, etc., and inform development staff as appropriate
Experience and Attributes
- Considers hospitality central to personal values and professional responsibilities
- Ability to organize work, determine priorities, follow up and follow through on responsibilities
- Demonstrated ability to work with various office computer software and communication systems
- Attention to detail and accuracy
- Excellent verbal and written communications skills
- Friendly, professional, and courteous presence, on phone and in person; ability to work with a wide variety of people; good sense of humor
- General interest in legislative issues and public policy
- Comfortable working in a faith-based organization
Competitive non-profit salary and generous benefit package, including health, disability, vision and dental insurance, paid holidays and vacation, medical, personal and other leave, and employer investment in a 401(k) plan.
This is a full time, non-exempt position.
How to Apply
Submit a resume and cover letter to firstname.lastname@example.org.
FCNL seeks to create a diverse workplace. We are actively soliciting applicants from different ethnic, racial and religious backgrounds.