POSITION DESCRIPTION

Title: Coordinator – Office Services
reports to: Director – Human Resources
Department: Finance, Investment & Operations
STATUS: Full-time, Exempt
UPDATED: August 2025
LOCATION: On-Site

KNOWLEDGE, SKILLS, AND ABILITY

• Proficiency in Microsoft Office (specifically Excel, Outlook, and Word), and the Internet.
• Experience working with confidential information.
• Office management experience, including records maintenance, equipment operation, purchasing and inventory, as well as administrative skills to coordinate mailings as needed.
• Customer service oriented and pleasant telephone demeanor a must.
• Excellent communication skills (verbal and written); listening ability; planning, organizing and prioritizing work skills; attention to detail.
• Ability to assess and refine processes and procedures as needed.

QUALIFICATIONS AND EXPERIENCE

• High school degree or equivalent experience required.
• Two years’ experience, preferably in office environment where attention to detail and customer service were top priorities.
• Personal and professional integrity.
• A commitment to the mission and values of the Foundation.
• Welcomes organizational growth and change.
  This position may require the ability to lift objects of at least 20 pounds in weight. Job duties require approximately 50% sitting/typing and 50% standing/walking. Physical requirements will vary depending upon the specific duties to be accomplished. In addition, it is a requirement of this position that the successful candidate be able to maintain a physical presence in the Louisville headquarters offices regularly and consistently and for the regular work week. Access and ability to operate a vehicle for work-related travel is required. Attendance may be required at special events during normal working hours or outside the normal work week.
  The position is an administrative, full-time, exempt staff assignment and will be eligible to participate in the Foundation’s Employee Health and Benefits Plan as set forth in the Foundation’s personnel policies. Compensation will be set in accordance with the Foundation’s approved compensation policy.

• Work to ensure a smooth daily run-of-office by keeping common spaces clean and organized, office equipment prepped and in good working order, and supplies stocked.
• Open the office each day, including making coffee, unloading dishwasher, setting up meeting rooms and tidying up as needed.
• Perform general closing duties at the end of each day, including running the dishwasher, sanitizing common surfaces, turning off all lights, and making sure all office entrances are secure.
• Maintain inventory and supplies for office, including general office supplies and catering supplies.
• Provide assistance with on-site Foundation meetings, including catering, meeting set-up and clean-up and other duties associated.
• Cultivate and maintain relationships with event and catering vendors for all on-site events.
• Assist or provide back-up to the IT Manager as needed for meetings and events utilizing audio/visual technology to ensure smooth run of events.
• Act as back-up for office Receptionist including answering main phone line, directing calls, and processing mail when the Receptionist is out.
• Cover the front desk and main phone line for Receptionist lunch every day.
• Office equipment maintenance, which consists primarily of communicating with vendors in the event of service needs and/or replacements.
• Serve as Liaison with building management for safety, utility and maintenance issues that arise in the office.
• Oversee and manage relationship with parking vendors- requesting new or replacement passes for staff, validation tickets, termination of exiting employees.
• Manage usage and reporting for office American Express card/account.
• Coordinate and facilitate bi-weekly all-staff meetings.
• Coordinate cleaning services and special cleaning projects.
• Provide updates to staff as needed regarding office safety and potential hazards/obstacles in or surrounding the building.
• Assist HR team with onboarding and orientation of new employees.
• Other assignments and special projects as assigned by the Human Resources Director.