Office Coordinator-Part time

Position overview 

We are seeking a dependable and detail-oriented part-time Office Coordinator to join our team. This role is essential for ensuring the smooth operation of our PAN office by performing a variety of administrative, clerical, and organizational tasks. You will provide critical support across multiple areas, especially managing the process of receiving and securely distributing PAN’s physical mail (e.g., Donor checks, HR related mail, member letters, invoices, tax documents) to key internal and external stakeholders. In addition, you will support office administrative functions as directed by HR to support business processes and operations.  

The ideal candidate will demonstrate a strong commitment to confidentiality, attention to detail, and the ability to work independently and be flexibly in managing business priorities.  

This position requires on-site presence and offers an opportunity to contribute to a collaborative and professional team environment.  

If you're looking for part-time work outside the home, this role offers a great balance of responsibilities with the chance to make a meaningful impact within our organization. 

Responsibilities  

Office Support 

Mail Management: Sort, scan, and distribute incoming and outgoing mail to appropriate recipients. Resolve mail-related issues (incorrect deliveries, missing information, etc.). Sensitive documents (e.g., donor checks, HR-related mail, tax documents) should be handled with care and stored securely. Prepare, file, and maintain physical or electronic records and documents in required formats. Ability to document current processes and make recommendations for process improvement and efficiencies.  

Clerical & Office Support: Operate office machines such as copiers, scanners, and phone systems. Perform clerical duties including typing, filing, and completing basic forms.  

Office Logistics: Act as point of contact for the building. You will be a key holder and responsible for ordering keys and tracking keyholders.  

Document Preparation & Filing: Prepare, sort, and file records related to office activities. Maintain both electronic and manual filing systems. 

Administrative Support 

Managing Schedules: Coordinate appointments, meetings, and events as directed by HR for support of staff. 

Handling Communication: Manage emails, phone calls, and other correspondence to ensure smooth communication within the office. 

Organizational Support 

Setting Up Systems & Processes: Establish systems for keeping the office organized and functioning efficiently, from documenting task processes to workflow management. 

Calendar and Scheduling Management: Manage calendars, schedule appointments, and ensure meetings are coordinated properly, including virtual and in-person setups. 

Organizing Office Space: Ensure the physical workspace is well organized, including meeting rooms and storage areas. Will serve as main office Point of Contact- key holder.  

HR Task & Project Coordination: Prioritize and manage tasks and projects, using HR Calendar, to collaborate with team members to ensure timely completion. 

Additional Responsibilities 

Record Keeping: Maintain accurate records of office activities, deliveries, and equipment. 

Confidentiality: Must be comfortable handling confidential information and sign a Non-Disclosure Agreement (NDA). 

Special Projects & Support: Provide assistance on special projects and other tasks as needed, ensuring the office operates smoothly and efficiently. 

Qualifications 

Note: This is an onsite position requiring physical presence.   

Location: Applicants must reside in Washington, DC, Virginia, or Maryland, with preference given to those located in DC. The office address will be provided to candidates during the interview process.  

Work Hours: Flexible and not to exceed 16-20 hours per week. 

Education  

High school diploma or equivalent required. Bachelor’s or equivalent work experience preferred. 

Work experience 

Minimum of 2 years of administrative support provided in a fast-paced organization 

Experience working in a non-profit organization preferred. 

Physical Requirements: 

Able to walk or drive short distance to transport documents.  

Prolonged periods sitting at a desk and working on a computer. 

Must be able to lift up to 15 pounds at times. 

Perks:  

Parking: Parking costs will be covered as part of the overall compensation package. 

Schedule Flexibility: While the work hours are limited to 16 -20 hours per week, the days worked are flexible.