Job description

LeMay – America’s Car Museum (ACM) is recruiting for a full-time Office Coordinatorfor our Tacoma, Washington location. This position is benefit eligible and includes Medical, Dental, Vision, $50,000 Basic Life, Voluntary Life, 403(b) Retirement plan with match, employee discounts and membership, 80 hours of paid sick leave, 80 hours paid vacation leave which increases by 8 hours each year, 8 paid holidays per calendar year, and an annual cost of living increase based on the Bureau of Labor Statistics CPI.

LeMay-America’s Car Museum (ACM) believes in promoting diversity, equity, and inclusion – not just in the world we all live, but within our own organization and work culture. A diverse work environment gives us new perspectives on others, helps with problem-solving and decision-making, and leads to employees from all aspects of life working together while comfortably being themselves. ACM is an equal opportunity employer, and it is our goal to continue to improve our programs, processes, and initiatives in working towards and embracing a culture of diversity, belonging, equity, and inclusion.

GENERAL SUMMARY:

The Office Coordinator serves as one of LeMay – America’s Car Museum’s (ACM) and America’s Automotive Trust’s (AAT) first points of contact for guests, visitors, and donors. The position is under the direct supervision of the Executive Director of ACM, and is responsible for providing coordination and oversight of ACM’s reception area, copy and supply room, and administrative office support services.

Responsibilities include, but are not limited to: Welcoming and assisting visitors entering the Administrative Office; Answering and routing of incoming calls and emails; Assisting the public with website navigation and on-line memberships; Providing office machine training; Coordinating office machine maintenance and repair; Requisitioning and maintaining office supplies; Preparing and distributing mail and FedEx shipments; Creating in-house reports, and weekly updates; Processing and reconciling purchase orders; Tracking and processing of external donation requests; and, Providing administrative support to all departments within the Museum in support of the common vision, mission, and goals of the organization.
PRIMARY OBJECTIVES:

• Serve as one of the first points of contact for callers, guest, members, and donors while representing the Museum in a professional manner and with an attitude of excellence;
• Ensure the smooth running of ACM’s Administrative Office and coordinate the functions of the reception area and copy room to maintain ACM’s professional image and excellence in service;
• Serve as a main administrative conduit for internal and external communication while maintaining professionalism and confidentiality;
• Streamline administrative processes and reporting to maximize efficiency and effectiveness in work-flow and communications;
• Provide administrative support to all departments within the Museum to support the common vision, mission, and goals of the organization;
• Promote teamwork and positive employee morale by executing duties with a positive attitude that remains solution focused.

MAJOR RESPONSIBILITIES:

• Serve as the primary point of contact for all internal and external communications for the administrative office, including welcoming and responding to guest needs, correspondence, answering incoming calls and routing callers and emails to appropriate parties; appointment scheduling, and other critical communications as needed;
• Provide coordination and oversight for office supply ordering and office equipment maintenance;
• Prepare, process, and distribute mail and FedEx shipments;
• Assist in the new employee onboarding process, including programing phones, assigning mailboxes, requisitioning business cards and training employees on the proper use of office equipment;
• Create and disseminating daily, weekly, and monthly reports and/or publications for internal and cross departmental use;
• Complete various administrative duties in support of all departments within the Museum and in alignment with organizational objectives and departmental goals;
• Maintain professional boundaries and behavior, including a positive, collaborative, solution focused, and team-oriented attitude.

QUALIFICATIONS:

The incumbent for this position must be at least 21 years of age and possess: an AA degree with a minimum of two (2) years clerical or office administration experience. Additional relevant education or experience may be substituted one for the other, on a year for year basis. Experience working with MailChimp and within Altru or Raiser’s Edge is highly desired. The incumbent for this position must be a team player and able to work independently and collaboratively among all departments within the Museum.

Additionally, the incumbent must possess:
1. The ability to pass an in-depth background investigation including criminal history, employment and education records, and personal references;

2. Excellent organizational and administrative skills and the ability to manage and prioritize a wide range of tasks with competing timelines and interests while meeting deadlines;

3. A solid proficiency in the English language with professional communication skills including interpersonal, verbal, non-verbal, formal presentation, and written communications - Bilingual abilities are preferred;

4. Intermediate to advanced skills in M.S. Word, Excel, and Outlook;

5. A keen attention to detail with the ability to critically analyze and resolve quantitative and logistical problems;

6. An ability to thrive in a fast-paced, dynamic environment, with high expectations for professional outcomes;

7. The skill and ability to work independently with general instruction and minimal supervision while maintaining a team oriented approach and attitude;

8. An ability to deal with information in a confidential manner and respond with sensitivity to the needs and concerns of others;

9. The skills and ability to positively and professionally function as part of a team environment and promote teamwork with a positive and solution-focused attitude;

10. The interpersonal skills, sensitivity, and ability to professionally interact with a diverse range of people of all ages, socio-economic groups, and personality types;

11. An understanding of the various stakeholders’ needs and the ability to meet those needs with a collaborative approach that fulfills the mission of the Museum;

12. The discernment and good judgment needed to differentiate between confidential, sensitive and general information and the ability to maintain confidentiality accordingly;

13. The ability to lift up to 30 lbs. periodically, stand, sit, and work on the computer for extended periods of time, bend stoop, and twist regularly, manipulate items with fingers frequently, operate typical office machinery regularly, visually inspect, compare, and analyze written data regularly, read and interpret manuals and instructions, and effectively communicate verbally, and in written format regularly.

Job Type: Full-time

Pay: $51,690.90 - $68,325.59 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Tacoma, WA 98421: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 2 years (Required)
• Administrative experience: 2 years (Required)

Work Location: One location

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