Workplace Systems Coordinator - Temporary at Reach Community Development

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

28 May, 26

Salary

24.0

Posted On

27 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Operations, Facilities Support, Record Management, Onboarding Coordination, Training Logistics, Customer Service, Microsoft Office, Adobe Suite, Multi-tasking, Prioritization, Problem Solving, Organization, Confidentiality, Communication Skills, Data Entry

Industry

Non-profit Organizations

Description

A healthy community begins at home. REACH provides quality affordable housing and opportunities for individuals, families, and communities to thrive. JOB DESCRIPTION Title: Workplace Systems Coordinator - Temporary Department: Human Resources FLSA Status: Non-Exempt Reports to: Director of People Operations Flex Status: Onsite 32 hrs. Effective: June 2025 Salary:$24.00 hr REACH is an equal opportunity employer that strives to create a diverse workforce and an inclusive culture. REACH Community Development believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the employee nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors. All REACH staff share a commitment to anti-racism; the identification and elimination of racism by actively changing oppressive systems, structures, policies, and attitudes so that historic and future harm can be eliminated for communities of color. Position Summary: This is a temporary assignment lasting approximately 16 weeks. The Workplace and Systems Coordinator ensures that REACH’s administrative office functions smoothly, efficiently, and with a strong service orientation. This role manages core office systems, supports workplace logistics, and provides coordination support for people-related processes such as onboarding, training events, and recordkeeping. Acting as the steward of our physical and digital workplace environment, this role delivers a high standard of internal service and operational reliability. Essential Functions/Major Responsibilities: Office Operations & Facilities Support * Manage front office operations, including phones, mail, supplies, workspace setup, visitor reception, and vendor coordination. * Serve as point of contact for janitorial, maintenance, parking, and workplace accommodations. * Track and reconcile office-related expenses and maintain facility-related records. * Coordinate ergonomic assessments and implement basic workplace adjustments. * Maintain an organized, welcoming, and inclusive administrative office environment. Workplace Systems & Record Management * Maintain systems for office supply tracking, print materials, and document storage/retrieval. * Manage organizational record retention and destruction in compliance with policy. * Assist in maintaining personnel and administrative files, forms, and documentation. * Support calendar and schedule coordination for internal meetings and events. Onboarding & Orientation Logistics * Coordinate first-day logistics and office preparation for new hires. * Support onboarding event preparation, including orientation scheduling, room setup, catering, and supplies. * Issue ID badges and welcome materials; ensure smooth administrative integration for new employees. * Monitor onboarding-related surveys and track check-in timelines in partnership with People Systems Specialist. Training & Event Coordination * Support logistics for company-wide meetings and learning events, including setup, materials, and hospitality. * Collaborate with the Human Resources team to ensure employee-facing programs are well-supported and documented. * Maintain updated training records and assist with the Learning Management System (LMS). Administrative & Organizational Support * Provide general administrative assistance including document prep, data entry, communications support, and calendar coordination. * Support ad hoc projects or cross-departmental administrative needs as assigned. * Provides some administrative support to Chief Human Resources Officer Knowledge, Skills and Abilities: * Provides excellent internal and external customer service. * Intermediate in Microsoft Office programs (Word, Excel, PowerPoint, Visio) and Adobe (Photoshop and InDesign). * Ability to multi-task and prioritize. * Ability to manage multi-line telephone system. * Ability to problem solve. * Organization and planning skills. * Ability to deal appropriately with a broad scope of confidential information. * Clear, courteous verbal and written communication skills. Scope and Accountability: * Operates from established and well-known procedures and practices. * Decisions are made within established organization guidelines. * Perform duties independently with moderate supervision. * Position involves a moderate degree of complexity in dealing with recurring work situations with occasional variations from the norm. * Work is reviewed by the supervisor. Supervisory Responsibility: * This position is not supervisory in nature. Education and/or Experience: * Two years’ administrative experience. * Associate degree preferred. * Human Resources or Social Services experience a plus. * Experience working with diverse populations including distraught, angry and/or potentially violent people. Work Environment and Physical Demands: The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands and reach with hands and arms; and readily and effectively communicate. The employee must lift and/or move up to 25 pounds on a regular basis and 50 pounds on an irregular basis. Vision abilities required by this job include the ability to effectively see within an office work environment, which may include long term computer exposure, and to adjust focus accordingly. There is some exposure to noise in the work environment, which is usually mild to moderate. * May require the need for frequent shifting of priorities and deadlines. * May be exposed to angry, distraught and/or potentially violent people. * Must have a valid driver’s license and valid liability insurance. Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people in this role. They are not intended to be a complete list of all responsibilities, duties and skills required of staff in this role. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. The job requirements are subject to change to reasonably accommodate qualified disabled individuals. REACH may modify or interpret this job description. This job description is not an employment contract, implied or otherwise. REACH is an at-will employer; you retain the right to resign, with or without notice or cause. REACH reserves the same right in respect to termination. Temporary Position: approximately 16 weeks. Work Schedule: Monday-Friday 8am-5pm

Responsibilities

This temporary role ensures the administrative office functions smoothly by managing core office systems, supporting workplace logistics, and coordinating people-related processes like onboarding and recordkeeping. The coordinator acts as the steward of the physical and digital workplace environment, delivering high internal service standards.