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IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
The Rainforest Alliance (RA) is an international nonprofit organization that works to conserve biodiversity and ensure sustainable livelihoods by transforming land-use practices, business practices and consumer behavior. Based in New York City, with offices throughout the United States and worldwide, the Rainforest Alliance works with people whose livelihoods depend on the land, helping them transform the way they grow food, harvest wood and host travelers. Position Summary The Office Coordinator will be responsible for providing administrative and operational oversight and general support to the Rainforest Alliance office in London, United Kingdom. S/he will also be responsible for providing direct executive support to the Senior Vice President, Programs. Responsibilities Administrative and operational oversight and general support - Oversee all aspects of office administration and facilities management;
- Maintain and update all necessary electronic and paper files and databases;
- Handle bookkeeping activities including recording and reporting of office operational expenses according to Rainforest Alliance standards and expense codes, maintenance of expense database, bank transaction, updating checkbook records and establishing and maintaining office petty cash;
- Maintain all records in accordance with Rainforest Alliance policies and standards;
- Provide support on human resource activities including recruitment, hiring consultants, personnel record management, benefits administration, processing of contracts and visa applications, payroll processing, tax filing and other related activities;
- Respond to United Kingdom specific general inquiries;
- Assist with mailings (email and post);
- Monitor and order office supplies, maintain inventory of office equipment and furniture, and maintain the supply of promotional items; and
- Answer main phone and direct inquiries.
Executive Support - Provide direct support to the Senior Vice President, Programs by scheduling and organizing his meetings, conference calls, speaking engagements and travel;
- Coordinate meetings’ preparation for the Senior Vice President, Programs, including communications with relevant staff, logistics, agendas and materials preparation, as well as meeting follow-up, including tracking reports and correspondence;
- Generate monthly update and monthly calendar reports for the office of the Senior Vice President, Programs;
- Generate expense reports for cash reimbursements and monthly American Express invoices for the Senior Vice President, Programs;
- Assist with word processing, printing and photocopying of formal correspondence and reports;
- Assist with preparing presentations;
- Record, share and file meeting reports;
- Manage Senior Vice President, Programs’ phone calls and contact information;
- Read and route correspondence for Senior Vice President, Programs; and
- Other duties as assigned.
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Qualifications - University Degree in business management, accounting, or related field preferred;
- 3 - 5 years of experience in office administration, bookkeeping; accounting and/or management;
- Strong computer skills (Microsoft Office and Internet);
- Experience with local area network (LAN) and related software a plus;
- Excellent writing and verbal communication skills in English;
- Spanish and French language skills are a plus;
- Strong organizational skills and attention to detail;
- Courteous and professional demeanor with experience providing customer service;
- Ability to work independently as well as in a team structure, multi-task and work under tight deadlines; and
- Dependability and ability to be flexible in a changing and fast-growing environment.
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