Office Coordinator

Office Coordinator

Newton - Newton, MA 02460

Overview

Salary Range $24.00 - $24.00 Hourly Position Type Full Time Category Admin - Clerical

Description

About Cradles to Crayons:

Cradles to Crayons (C2C), founded in 2002, provides children living in homeless or low-income situations, with the essential items they need to thriveat home, at school, and at play. We supply clothing, shoes, diapers, school supplies, and more, free of charge. Our vision is that one day all children will have the essentials they need to thrive.

Two in 5 kids in the United States are currently facing Clothing Insecurity, going without basic essentials like pants, shoes, diapers, and school supplies during their critical development years. Three of the top 10 reasons kids miss school are rooted in Clothing Insecurityjust one example of the significant short- and long-term social and economic costs when these needs go unmet. Cradles to Crayons keeps Clothing Insecurity at the core of our mission and is the only large-scale nonprofit organization to focus on this resource gap. Since its founding, Cradles to Crayons has distributed more than four million customized packages of essentials to children in Massachusetts, Greater Philadelphia, Chicagoland, and nationally.

Cradles to Crayons takes a two-pronged approach to mitigating Clothing Insecurity:

1. In-person Engagement through tens of thousands of children and adults volunteering at our Giving Factory warehouses to sort and package high volumes of new and like-new donations from our communities for our Service Partners to distribute to the children they serve.

1. Advocacy and Awareness Cradles to Crayons is uniquely positioned to raise Clothing Insecurity as a national issue through awareness campaigns, data/evaluation, and legislative outreach.

Cradles to Crayons' strong financial health and ongoing effectiveness and reliability have helped it earn a Four-Star rating from Charity Navigator since 2009. C2C has a budget of $20M for FY26 and a total staff of approximately 100.

POSITION OVERVIEW:

The Office Coordinator is responsible for balancing administrative tasks, volunteer engagement in the Giving Factory lobby, and general production assistance, while offering a high level of customer service to visitors to our building. This is an in-person role with a Tuesday-Saturday schedule.

The Office Coordinator will support the Massachusetts market by greeting, directing, and assisting all visitors and volunteers; answering and triaging calls to the main number; answering and directing emails to the main inbox; and preparing volunteer nametags. They will support the Massachusetts market by maintaining our lobby and common office spaces, ensuring staff supplies are available, preparing conference rooms for stakeholder meetings, assisting the Manager of Administration with staff and board meeting facilitation, and other administrative support tasks as needed. The Office Coordinator represents the organization and models and leads a positive "One Cradles" culture, underpinned by Cradles to Crayons' Cultural Values and Norms.

JOB RESPONSIBILITIES:

Reception and Volunteer Support (50%)

• Create a positive experience for all arriving visitors to our Giving Factory: Volunteers, Contractors, Donors, Delivery Drivers, etc.

• Manage the experience and administration tasks for volunteers entering and exiting our Giving Factory, including:

1. Prepare lobby area for volunteers, printing all pre-registered name badges for volunteer shifts, including weekend and special shifts.
2. Ensure volunteer registration kiosks are in working order. Report issues with kiosks to IT team as needed.
3. Assist late-arrival volunteers in completing their waivers and finding their assigned volunteer station.
4. Record volunteer hours and information in Salesforce.
5. Sign off on volunteer hour documentation as requested by volunteers.
6. Assist with volunteer registration and scheduling as needed.

• Thank departing volunteers, encourage future visits and respond to any last questions or requests for information.

• Manage the general Cradles to Crayons Massachusetts phone line. This includes answering phone calls, assisting with general inquiries, transferring calls, and taking and relaying messages.

• Manage the general Cradles to Crayons Massachusetts email inbox. This includes responding to general inquiries and forwarding specific inquiries to the correct department.

Office Coordination (40%)

• Maintain the lobby area to be organized, professional, and neat in appearance.

• Purchase office and kitchen supplies for the Boston market as directed by the Manager, Administration. Maintain and organize office supplies throughout the office neatly and in a sustainable manner.

• Maintain a sanitized, clean, safe, and efficient environment in the general office area, meeting rooms and kitchen, ensuring the spaces are prepared and ready for each day.

• Other duties as assigned by the Manager, Administration.

Other Responsibilities (10%)

• Assist with general Cradles to Crayons operations and signature fundraising events as needed.

• Establish and maintain effective communication and coordination with management, other staff, distribution partners, volunteers and visitors.

• Attend and participate in meetings as required.

• Always work in a safe manner and contribute to providing a safe and secure environment for other employees and volunteers.

• Maintain security of data, follow all IT policies and store all institutional materials on file server.

• Other duties, as assigned.

Required Experience/Knowledge/Skills/Abilities:

• Bachelor's degree, Associate's degree, or equivalent work experience.

• Previous office/administrative experience preferred.

• Proficiency with Microsoft Office suite (strong Excel, Word, and Outlook skills).

• Experience with Salesforce or comparable Customer Relationship Management software preferred.

• Strong attention to detail and organizational skills.

• Ability to read, speak and write fluent English, accompanied with excellent written, presentation and communication skills; conversational Spanish skills a bonus.

• Ability to communicate with co-workers, volunteers, vendors, and stakeholders in a courteous and professional manner.

• Strong customer service skills.

• Ability to work effectively, independently, under supervision, and in a team-based and goal-oriented environment.

• Ability to balance and prioritize multiple tasks and deadlines.

• Easily walk up and down stairs, stand for up to 2 hours, bend down, reach, push and pull and lift up to 50 lbs.

• Ability to work evening hours on occasion.

COMPENSATION AND BENEFITS:

The estimated base salary for this position is $24.00/hour. The compensation offered to the successful candidate may vary from the posted range based on geographic location, work experience, education, and/or skill level, among other things.

This is a benefits-eligible position. Cradles to Crayons offers a generous benefits package, which includes, but is not limited to:

• Health benefits including medical, dental, vision and a Health Reimbursement Arrangement
• A monthly cell phone and internet usage stipend
• Employer-sponsored short- and long-term disability and basic life insurance
• Retirement plan matching
• Annual professional development stipend

DIVERSITY IS OUR STRENGTH:

Diversity and Inclusiveness are core values at Cradles to Crayons, and we continuously strive to be a team where everyone feels welcome and supported. It is the policy of Cradles to Crayons to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, genetic information and/or any other protected characteristic under applicable law