Office Coordinator

Job Description

Job Description

Job Description: Office Coordinator

Who We Are:

• Eye Thrive is a locally recognized 501(c)(3) nonprofit that empowers children to pursue their full potential by delivering essential eyecare across the St. Louis region. 
• We operate two Mobile Vision Clinics that bring comprehensive vision care directly to the populations we serve, both at schools and community visits.
• We provide vision screenings, comprehensive eye exams, prescription glasses, replacement glasses, and follow-up care referrals, all completely free of charge.

Job Overview:

• The Office Coordinator is a key partner to Eye Thrive’s CEO and Director of Human Resources, ensuring the office runs efficiently while supporting organizational priorities. Reporting directly to the CEO, this role provides high-level administrative, operational, and basic HR support.
• The Office Coordinator manages the basic operations of the office, including inventory, basic finance support, and completes HR administrative tasks such as maintaining employee files, updating the HRIS, supporting benefits and payroll coordination, and responding to routine employee questions.
• Highly organized, adaptable, and discreet, the Office Coordinator excels at managing multiple priorities in a fast-paced environment. They bring strong judgment, exceptional communication skills, and a collaborative mentality to every task, helping the CEO and the Director of HR - and Eye Thrive at large - achieve operational excellence.

Job Type:

• Permanent; Full Time; Exempt. 
• Expected 40 hours/week; Monday-Friday; Occasional weekends.
• Participation in morning/evening meetings and special events will be required as needed.
• Reports to Chief Executive Officer.

Essential Duties and Responsibilities:

• Office Management

• • Acts as a vendor liaison for day-to-day operational needs at both the Eye Thrive office and warehouse, including but not limited to building/facilities maintenance, furniture replacement/repair, office supplies, phone and internet providers, IT consultants, and copier maintenance/repair.
  • Receives and distributes incoming mail and packages.
  • Maintains overall professional appearance of the office and coordinates with building maintenance and outside vendors as needed.
  • Manages the purchasing and maintenance of administrative office supplies and monitors inventory levels.
  • Collaborates with IT support as needed to support team members.

• Finance Support

• • Reviews and processes invoices and payments, including mileage and other reimbursements, ensuring accuracy and timeliness.
  • Verifies billing information and resolves discrepancies or disputes on incorrect invoices.
  • Uploads administrative invoices, payments, and all supporting documentation to the electronic filing system.
  • Oversees inventory management across the organization, including tracking, organizing, and maintaining up-to-date records of equipment and supplies.
  • Manages the intake of new inventory and coordinates the disposal of unusable items in accordance with organizational policy.

• HR Support

• • Partners with the Director of Human Resources to ensure a smooth transition for new employees.
  • Ensures all necessary technology is prepared and functional for new employees prior to their start date. This includes configuring and distributing laptops, allocating and distributing keyboards, monitors, etc., creating and activating email accounts, setting up calendar access, phone and ensuring access to all relevant systems, platforms, and internal communication tools. 
  • Supports all offboarding activities.
  • Updates the HRIS and other internal systems with employee changes, job details, etc. 
  • Assists with payroll coordination by preparing employee data, tracking time-off updates, and helping verify required administrative inputs.
  • Supports recruitment coordination by scheduling interviews, posting jobs, organizing candidate records, and maintaining hiring documentation.
  • Maintains the highest level of confidentiality and professionalism while handling sensitive and proprietary information, ensuring discretion in all communications and interactions.
  • Represents Eye Thrive with professionalism and warmth in all interactions.

• All Team and Project Support
  • P articipates in supporting Operations/Development/Administrative teams (i.e. data management support, special events, survey review support, health fair liaison, etc.) as needed.
  • Collaborates with all team members to increase the efficiency of our service and impact of our organization.
  • Partners with leadership to help implement Eye Thrive’s strategic plan, and advance the plan by holding self accountable and collaborating with the team to ensure organizational priorities, goals, and targets are met as outlined in the work plan.
  • Participates in professional development opportunities, including coachings, trainings, and workshops. 

• General Organization Support

• • Executes Eye Thrive’s mission by centering kids and families in all decisions and actions. Lead with empathy, compassion, and trust in your interactions with site partners, kids, and teammates.
  • Maintains constant, consistent and open communication with all members of the Eye Thrive team in order to contribute to our “all hands on deck” organizational model - an informed team is a successful one.
  • Complete other tasks as assigned and required by CEO and Director of HR..

Skills, Knowledge, and Abilities:

• Skills

• • Commitment to the mission and values of the organization.
  • High degree of integrity, discretion, and professionalism.
  • Ability to work independently and collaboratively in a dynamic environment.

• Knowledge

• • Proficient skill level with Microsoft Office applications.
  • Proficient skill level with Google Documents, Sheets, and Calendar.

• Abilities

• • Ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work.
  • Ability to adjust to changing conditions or priorities. 
  • Ability to make decisions and exercise good judgment.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to quickly understand complex information, adapt to new challenges, and take initiative as a proactive self-starter.

Physical Requirements and Working Conditions:

• Physical Demands
  • Must be able to lift and carry 25 pounds on occasion when supporting Eye Thrive visits and/or events during set-up and tear-down.
  • Ability to move up and down stairwells.
• Work Environment
  • Work at a shared workspace office at Eye Thrive headquarters at the Delmar DivINe.
  • Occasionally travel to the Eye Thrive warehouse located in Overland.
  • Occasionally travel to the Mobile Vision Clinic at various schools and community centers throughout Greater St. Louis.

Compensation and Benefits

• Salary of $55,000.00.
• Competitive benefits package, including medical, dental, vision, life insurance and Employee Assistance Program services.
• 403b employer matching program.
• Competitive personal time off policy.
• Mileage reimbursement.
• Professional development opportunities.

Submit a cover letter and resume at eyethrive.bamboohr.com/jobs Priority is given to early applicants; applications are reviewed on a rolling basis and position is open until filled.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. This job description is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.