Pablove Office Coordinator

The mission of The Pablove Foundation is to invest in underfunded, cutting-edge childhood cancer research and improve the lives of children living with cancer through the arts.

Office Coordinator

The Pablove Foundation is one the nation’s fastest growing innovative philanthropic organizations focused on childhood cancer. We’re revolutionizing the way people view kids living with cancer by addressing the needs of this community through art and science. Kids living with cancer are special – they live amazing lives full of inspiration, hope, love, and laughter. We are honored to serve them and their families while engaging our supporters by telling their stories.

 

Pablove HQ is located in a charming, historic 1920’s Spanish revival building in the heart of Hollywood. Our space is home to a team of dedicated, creative professionals who are working to change the world.

 

Pablove is looking for an Office Coordinator to join our hard working, mission-driven team. Pablove’s crew, culture, and environment are the heartbeat of our organization. We work collaboratively to achieve Pablove’s strategic plan, culture of philanthropy, and vision: helping kids with cancer live – a love-filled life today, and a cancer-free life tomorrow.  

 

This position will play a key role in helping Pablove reach strategic goals by ensuring that our office environment and staff support systems function flawlessly. We are looking for an eager, ambitious, and smart addition who will ensure Pablove’s overall effectiveness by providing killer support for the organization’s daily operations.

 

RESPONSIBILITIES

Reporting to the Human Resources and Operations Manager, the Office Coordinator will have the following responsibilities, including but not limited to:

Office Operations  

  • Manage external guests and be the smiling, happy face they see upon arrival
  • Handle incoming phone calls and cheerfully communicate with our supporters helping to triage issues
  • Assist with tech and communication systems including voice over internet phones, phone licenses, printers, and wireless routers
  • Oversee “mailroom” operations
  • Manage administrative tasks like merchandise inventory and office supplies
  • Handle inventory for Pablove merch and fulfill orders as necessary
  • Coordinate office celebrations (such as birthday, going away, retirement, etc.)
  • Oversee organization of our storage facility, making sure space is used effectively
  • Assist with adoption of and training others to use work management and database tools such as Trello, Expensify, Google Docs, Salesforce, etc.
  • Keep office directories and org charts up to date
  • Update and communicate office policies and maintenance schedules with staff
  • Work with Data Manager to input Sales Force data
  • Assist with data and information projects assigned by the Human Resources and Office Manager

 

Facilities Maintenance

  • Own our office environment – creating a flawless and inviting Pablove environment from parking, to desk space, and everywhere in between; keep our office looking great and lend your handy skills when needed
  • Oversee relationship with housekeeping
  • Coordinate with Manager of HR and Operations to oversee maintenance, layout, furniture purchases, art hanging
  • Keep a positive working relationship with our neighbors and liaise with landlord regarding maintenance requests, safety concerns, and compliance issues
  • Handle office repairs and create maintenance schedule with contractors  
  • Oversee parking for all staff members and guests including communicating with parking lot representatives
  • Create and track annual budget for supplies and equipment related to office maintenance

MUST-HAVES

  • 1-2 years of experience in an office
  • Service oriented mindset with ability to handle competing needs from multiple stakeholders such as donors, families and staff
  • Strong interpersonal, verbal, and written communication skills
  • Reliable, with the ability to anticipate and follow through with diverse projects in a fast paced environment
  • Action oriented with experience in quickly resolving issues
  • Impeccable taste, an eye for design, and attention to detail
  • Savvy trouble-shooter with a willingness to tackle a diverse array of office equipment such as phone systems, copiers, alarm systems, and coffee machines
  • Experience managing logistics such as prepping for and breaking down meetings and running errands
  • Experience with databases such as SalesForce
  • A sense of humor

 

You love people, and are inclusive to everyone!

You are skilled on the phone by being warm, welcoming and always willing to help. You experience joy when making people smile. You are excited and enthusiastic about the work you do – so much so, that it inspires others. You love to have fun and don’t sweat the small stuff.

 

You’re so focused on quality, it hurts!

You have remarkable attention to the smallest details and maintain meticulous organizational skills. You can manage office maintenance schedules, wireless firewalls, and juggle supply orders. You bring your own method of staying organized to the role. No detail is too small.

 

You use your knowledge and go for the win!

You’re a master multitasker and love checking off boxes on your to-do list. You follow through with every task, no matter how big or small, and take full responsibility for each project you are assigned. You live for hitting deadlines and understand the importance of keeping on schedule.

 

You thrive in a fun work environment!

You have a positive, upbeat attitude and enjoy having fun while getting your work done. You understand the importance of creating a top notch and fun work environment for all of the organization’s staff.

 

You know when to hold ‘em!

You’ve proven that you can handle and maintain sensitive and confidential information using tact, diplomacy, discretion and judgment. You’re serious about learning all the ins and outs of operations at Pablove so that you can support technology, human resources, facilities and more!

 

You get that growth is a great thing!

You understand The Pablove Foundation on a micro and macro level. Within that, you understand that you are an important member of a special team. You thrive in a fast-paced work environment and can handle multiple deadlines at once. You increase efficiency on your own without needing supervision. You anticipate potential issues that need to be addressed before they occur and work on immediate solutions. You take great pride in your work, and it shows!

 

HOW TO APPLY
To apply, please submit a resume, cover letter, and salary requirements to jobs@pablove.org. The Office Coordinator is a non-exempt position.  

 

The Pablove Foundation is an Equal Opportunity Employer. We provide an excellent package of health, vision, and dental, 403(b) retirement plan, medical flexible spending account, unlimited vacation policy (just get your work done!), paid holidays, and killer summer bbq’s. All employees at The Pablove Foundation undertake other duties as needed and all positions require some flexible work hours, including evenings and weekends.


Featured Events

Featured Events


Sign-Up for the Pablove Foundation Mailing List

Keep up to date on all of our events, news and activity.