Office and Facilities Coordinator

Office and Facilities Coordinator
ABOUT NATIONAL PHILANTHROPIC TRUST
National Philanthropic Trust is a public charity dedicated to providing philanthropic expertise to donors, foundations, and financial institutions, enabling them to realize their philanthropic aspirations. NPT was founded in 1996. Since then, we have raised more than $73.4 billion in charitable contributions and currently manage $49.2 billion in charitable assets. We have made more than 870,000 grants totaling more than $34.6 billion to charities worldwide. We rank among the largest grantmaking institutions in the United States.
Our mission is to increase philanthropy in society. To that end, our experienced staff of philanthropic professionals are fully prepared to help you establish and administer your donor-advised fund. NPT is led by a Board of Trustees composed of nationally known experts in philanthropy and business.
At National Philanthropic Trust, we foster a welcoming environment for all.People are valued and respected for who they are-with opportunities to bring theirentrepreneurial spirit andtalents to increase giving around the world. We have an inclusive, supportive, collaborative culture that makes National Philanthropic Trust one of the most rewarding places to work.
Summary:
The Office and Facilities Coordinator serves as the first point of contact for employees and visitors at National Philanthropic Trust, fostering a welcoming and professional environment and delivering exceptional customer service. This role supports office and facilities operations.
The work hours are 8:30am-5:00pm Monday- Friday. Salary range is $50,000 - $55,000 plus 7% annual discretionary bonus.
PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES
Front Office Management

• Greet and welcome visitors to the office.
  
  • Follow visitor protocols, including the visitor log and managing security access.
  • Determine the purpose of the visit and direct or escort them to the appropriate destination.
• Open and sort NPT addressed mail; scan and deposit checks received daily.
• Receive other mail and packages and distribute to the right recipient; unpack NPT deliveries.
• Respond to all requests promptly and courteously. Schedule appointments as needed.
• Assist employees with locating and reserving hotel desks, including guidance on how to book seats via Outlook.
• Monitor room and desk reservation calendars and reach out proactively to identify any support needs (e.g., additional meeting supplies).
• Scan and save electronic copies of incoming gift receipts.
• Perform clerical and administrative tasks such as printing, filing, basic research, overnight mailing label creation, calculating postage, creating and posting notices, editing spreadsheets and documents, and submitting work orders.

Facilities

• Ensure the reception area, common areas and conference rooms are clean, organized and prepared for visitors and employees.
• Order and restock office and kitchen supplies.
• Restock kitchen areas and conference rooms daily.
• Clear out and wipe down refrigerators weekly; wipe out microwave ovens weekly.
• Wash and put away dishes weekly.
• Dust/Wipe down hotel desks monthly.
• Enter facilities tickets into the WorkSpace system and follow up to ensure completion.
• Assist with meeting space setup including arranging chairs, tables, and room partitions as needed.
• Alert any hazards or emergencies to the Office Manager immediately.

The above list is not exhaustive. Additional duties may be assigned as needed but are not considered core functions of the position.
QUALIFICATIONS
Education/Certification

• High school diploma or General Education Degree (GED) required
• 3-4 years of relevant experience in an office or facilities support role

Knowledge, Skills, and Abilities

• Dependable, punctual, and maintains a welcoming and service-oriented attitude
• Strong problem-solving skills and ability to adapt quickly to changing circumstances or urgent needs
• Strong interpersonal and customer service skills with a positive, professional demeanor
• Proficient with Microsoft Office Suite (MSW, Excel and Teams); ability to learn systems such as WorkSpace, Salesforce, and other office applications
• Strong organizational and time management skills, with the ability to prioritize and multitask effectively
• High attention to detail and follow up on completion of tasks
• Comfortable working independently and taking initiative to resolve issues
• Ability to exercise discretion and maintain confidentiality
• Basic understanding of building/facilities and support and maintenance tickets

Physical Requirements

• Prolonged periods of sitting, standing, and walking throughout the facility
• Ability to lift and move items up to 20 pounds
• This is an on-site, in-office position

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