Office Coordinator

Job Description

Job Description

Position Summary:

The Office Coordinator supports the daily administrative operations of the Veterans Transition Center of California (VTC) and serves as a primary point of contact for Veterans, staff, volunteers, community partners, vendors, and visitors. The position coordinates reception, organizational records, office supplies, meetings, communications, executive support, and company-issued technology inventory to help maintain a professional, responsive, safe, and welcoming environment.

Success in this role requires strong organization, initiative, discretion, service orientation, technological proficiency, and the ability to manage competing priorities in a fast-paced human-services environment.

Human Services Environment:

• VTC serves Veterans who may be experiencing homelessness, housing instability, mental health challenges, substance use, or other significant life circumstances.

• The Office Coordinator may occasionally interact with individuals experiencing distress, conflict, or crisis and must respond calmly, maintain professional boundaries, follow VTC safety and de-escalation procedures, and promptly seek assistance from program, clinical, supervisory, or emergency personnel as appropriate.

• This is not a clinical position, and the Office Coordinator is not expected to provide counseling, case management, or clinical services.

Essential Duties & Responsibilities:

Reception, visitor support, and office access

• Provide professional front-desk and reception coverage; greet, assist, and direct Veterans, visitors, volunteers, vendors, and community partners.

• Monitor access to the main lobby and follow VTC visitor, safety, security, and emergency procedures to support a safe and welcoming environment.

• Answer, screen, document, and route telephone calls and general inquiries; provide routine information within the scope of the position.

• Notify appropriate staff of visitors, urgent concerns, or unusual activity and promptly escalate situations requiring program, clinical, supervisory, security, or emergency response.

Administrative records, files, and communications

• Maintain current and accurate staff rosters, organizational charts, contact directories, shared calendars, and related administrative records.

• Organize, label, store, archive, and retrieve physical and electronic records in accordance with VTC procedures, confidentiality requirements, and approved document-management practices.

• Prepare, format, proofread, and distribute routine correspondence, forms, spreadsheets, reports, agendas, meeting materials, and other administrative documents.

Reception, visitor support, and office access

• Provide professional front-desk and reception coverage; greet, assist, and direct Veterans, visitors, volunteers, vendors, and community partners.

• Monitor access to the main lobby and follow VTC visitor, safety, security, and emergency procedures to support a safe and welcoming environment.

• Answer, screen, document, and route telephone calls and general inquiries; provide routine information within the scope of the position.

• Notify appropriate staff of visitors, urgent concerns, or unusual activity and promptly escalate situations requiring program, clinical, supervisory, security, or emergency response.

Administrative records, files, and communications

• Maintain current and accurate staff rosters, organizational charts, contact directories, shared calendars, and related administrative records.

• Organize, label, store, archive, and retrieve physical and electronic records in accordance with VTC procedures, confidentiality requirements, and approved document-management practices.

• Prepare, format, proofread, and distribute routine correspondence, forms, spreadsheets, reports, agendas, meeting materials, and other administrative documents.

Required Qualifications: 

• High school diploma or equivalent.

• At least one year of administrative assistant, office support, reception, customer service, nonprofit, human-services, or other relevant experience.

• Working proficiency with Microsoft 365 applications, including Word, Excel, Outlook, and Teams, and the ability to learn new technology platforms.

• Strong verbal and written communication skills and the ability to interact professionally with people from varied backgrounds and life experiences.

• Strong organizational, time-management, and multitasking skills with consistent attention to detail and follow-through.

• Demonstrated discretion and the ability to manage sensitive and confidential information appropriately.

• Ability to work independently, take initiative, accept direction, exercise sound judgment, and contribute effectively in a collaborative and dynamic environment.

• Ability to remain calm and professional during stressful interactions, maintain appropriate boundaries, and follow established safety and escalation procedures.

Preferred Qualifications:

• Associate or bachelor’s degree in business administration, public administration, human services, nonprofit management, or a related field.

• Experience in veteran services, homelessness response, housing, behavioral health, social services, or another mission-driven nonprofit environment.

• Experience supporting executives, coordinating meetings or events, and maintaining office or technology inventories.

• Training or experience in trauma-informed customer service, conflict de-escalation, cultural humility, or crisis-response protocols.

Core Competencies:

Service orientation

Creates a respectful, helpful, and welcoming experience.

Organization

Maintains accurate systems and manages competing priorities.

Judgment & discretion

Protects confidentiality and escalates concerns appropriately.

Initiative

Anticipates needs and follows through with limited supervision.

Communication

Communicates clearly, calmly, and professionally.

Adaptability

Adjusts effectively as priorities and circumstances change.

Cultural humility

Works respectfully across differences and lived experiences.

Collaboration

Builds effective working relationships across teams.

Work Environment:

• This is an in-person office position in a dynamic human-services environment with frequent interaction with staff, Veterans, visitors, volunteers, vendors, and community partners.

• The position regularly uses a computer, telephone, and standard office equipment and may involve extended periods of sitting, standing, walking within the facility, and moving light office supplies or equipment.

• The employee may occasionally encounter individuals experiencing distress, conflict, or crisis and must follow VTC safety, de-escalation, incident-reporting, and emergency-response procedures.

• VTC will provide reasonable accommodation to qualified individuals with disabilities to enable performance of the essential functions of the position, consistent with applicable law.

Equal Employment Opportunity:

VTC is committed to fostering an inclusive, respectful, and supportive workplace. Veterans, individuals with lived experience, and candidates from diverse backgrounds are encouraged to apply. Veterans Transition Center of California is an Equal Opportunity Employer.