The Office Coordinator is responsible for performing multiple operation and administrative functions related to the Arizona business unit. Responsible for the day-to-day office activities in Phoenix including purchasing, filing, mailroom operations, facility management, telecommunications, reception and scheduling/coordinating logistics and technology for meetings and special events. May coordinate the activities of volunteers including recruitment and training, in collaboration with Director of Volunteer Services. May perform tasks related to information systems, human resources and financial administrative tasks including processing deposits, processing forms or payment requests, and preparing manual and automated reports. Uses available systems and resources to maintain, track, and research data, and to produce and review reports. Applies established processes and practices to improve effectiveness and document Arizona and Phoenix office program procedures for reference by staff. Coordinates activities with multiple variables, sets realistic deadlines and manages timelines. Works cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. May communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses to convey information and ensure successful execution of Business Unit activities. The Coordinator will execute all duties within the Conservancy’s Policies, Standard Operating Procedures, business practices, processes and guidelines and Business Unit (BU) practices.

1. Office Coordination (approximately 60%)

1. Maintain professional communication with office landlord and distribute notifications from landlord as appropriate.
2. Coordinate and schedule services, repairs and maintenance by office landlord, janitorial service and other vendors.
3. Purchase and ensure office supplies are adequately stocked and organized – including general letterhead stationery, state director business cards, and supplies as needed by staff in the Phoenix Office.
4. Ensure office equipment is in working order and schedule repair and maintenance as appropriate.
5. Ensure kitchen is adequately stocked, maintained and kept clean.
6. Ensure mail/copy and supply rooms are kept organized and, as appropriate, properly stocked. Collaborate with staff from other functions on function specific storage areas.
7. Accept and distribute mail and other deliveries; prepare outgoing mail and packages, and pickup mail and packages.
8. Greet visitors and communicate their arrival to staff as appropriate.
9. Maintain shared vehicles and coordinate use by staff.
10. Assist with new employee orientation for Phoenix employees under guidance of HR Liaison.
11. Maintain and update various resources for Phoenix, including Safety manual, Phoenix employee handbook and Office Coordinator handbook.
12. Coordinate Phoenix office alarm system including assignment of codes.
13. Coordinate Phoenix keys including assignment of keys to staff.
14. Provide notary services.
15. Schedule, coordinate and implement regular Phoenix office-wide gatherings.
16. Provide basic IT services and equipment in Phoenix office under guidance of IT manager.
17. May coordinate, purchase and distribution of employee anniversary gifts and “thank-you” awards.
18. May provide time sheet coordination tasks.
19. Recruit, train and supervise work of Phoenix office volunteer(s) in collaboration with Director of Volunteers.

2. Meeting and Administrative Support (approximately 20 – 25%)

1. Maintain schedules for conference rooms and other shared space in Phoenix office.
2. Assist scheduled users of Phoenix conference rooms with needs such as arranging room set-up, AV needs, supplies and copies, refreshments and meals, etc. (except for meetings coordinated by Events Manager).
3. Coordinate Arizona All-staff meeting logistics; schedule meetings, collaborate with State Director Exec Assistant to finalize and distribute agenda, assist with coordinating speakers, manage virtual meeting options.
4. Advanced user and license holder of TNC sponsored virtual meeting tools such as Zoom; assist staff in setting up such meetings. Point person for teaching others on using meeting tools (Zoom, Team, etc.). 
5. May assist with scheduling and coordinating logistics for staff retreat and staff annual award presentation. 
6. Assist Executive Assistant to the State Director (EA) / Board of Trustee (BoT) Liaison with various tasks including various leadership and Board of Trustee meetings and retreats.
7. Provide basic administrative and meeting support to the Conservation Director (or equivalent position) per guidance from supervisor.

3. Finance tasks (approximately 5%)

1. Process deposit and related tasks per AZ / TNC schedule and guidance.
2. Process expense reports for self and possibly others semi-monthly or per AZ / TNC schedule.
3. May process accounts payable payment requests.

4. Other (approximately 10%)

1. Assist and provide backup to other AZ operation staff with administrative and facility related tasks as needed or as directed by supervisor.
2. Collaborates closely with Development operations staff and EA / BoT Liaison on overlapping responsibilities and to fill in for one another during absences.
3. Participate in Operations, AZ Busines Unit, Division, Regional and TNC-wide meetings, trainings, etc.
4. Other duties as assigned.