Office and IT Administrator

Are you passionate about building a more equitable society? If so, please join Pacific Community Ventures (PCV), a mission-driven nonprofit organization invested in addressing racial and gender wealth gaps, through small business owners as local changemakers in our communities. We are seeking an Office and IT Administrator for PCV.

Who We are

PCV is a 25-year-old 501(c)(3) nonprofit community investor that envisions a world of thriving communities where everyone has a fair shake. Our mission is to invest in addressing racial and gender wealth gaps, and build community wealth by investing in small businesses, help them create good jobs for working people, and make markets work for the common good. We achieve our mission through a “Good Jobs, Good Business” model that combines affordable loans with pro-bono advising, small grants, and tools and incentives to create dignified good jobs. In 2023, 94% of PCV’s loan capital supported women and/or BIPOC-owned businesses, and 87% supported small businesses located in economically distressed areas.

Position Overview

This position is a hybrid role, requiring weekly work from our office above the 19th Street BART station, and otherwise from home. The Office and IT Administrator will provide essential support to our nonprofit organization by assisting with office and team operations, as well as hardware and software operations, coordinated with our outsourced IT provider. This individual should be comfortable working with a high degree of attention to detail and discretion, as well as be proactive in incorporating new and effective methods to achieve better results. The ideal candidate for this role should be able to reach our office within 20-30 minutes if needed, and has lived experience in our community.

Responsibilities:

IT Duties:

• Acts as PCVs primary liaison with third-party IT and solutions vendors. Negotiates service contracts and monitors accountability to scopes of work (Sonic, Kinetix Solutions).
• Leads IT onboarding processes, with the assistance of outsourced IT company, integrates a new employee into a PCV IT systems and infrastructure. IT offboarding, removes access and privileges from a departing employee.
• Supports education and compliance with PCV IT policy, staying abreast of and supporting staff awareness around cybersecurity, AI practices, etc.
• Operates and maintains PCV office equipment (phone, fax, copier, postage). Manages computer inventory, troubleshoots and resolve IT problems, assists with onboarding configuration of hardware and software.
• Maintains office applications, software, and tracks employee subscriptions. Operates the DocuSign platform for PCV, by allowing employees to send, sign, and manage documents.
• Facilitates internal communication with PCV staff including maintaining company calendars and sharing HR updates.
• Maintains file storing system on our office public drive folders.

Office Operations:

• Acts as the primary contact for office-related inquiries and requests with Building Managers; provides assistance and solutions as needed.
• Ensure office operations comply with PCV policies and procedures. Assists in developing, implementing, and maintaining safety protocols and procedures, including OSHA safety notices around the office with outsourced HR firm.
• Liaises with building management to resolve facilities issues, including janitorial, office lease requirements etc. and vendors for services such as cleaning, security, and maintenance, negotiate contracts, and ensure quality standards are met.
• Directs occasional incoming calls, mail, and packages to the appropriate department or staff member, manages occasional FedEx needs.
• Secures office supplies & food/drink vendors for staff or board retreats, quarterly community and entrepreneur events PCV hosts.

Executive Support to the CEO:

• Help organize Board and Staff retreats (1-2 times a year), including hotel blocks, secure restaurants and client visits for day site visits, lunches, and dinners; travel logistics; safety and testing, for all incoming to the office, and Oakland.
• Occasional employee expense reporting and intercompany reimbursement post travel for the CEO.
• Assist CEO, Executive team in special projects as needed.

Qualifications, Skills and Experience:

We strive hard to be a diverse and inclusive place to work. We value new perspectives, original ideas, and different ways of working. You will bring a background of working with dynamic teams and projects, as well as excellent analytical and communications skills that you are eager to apply to complex social problems. You should demonstrate a deep commitment to creating social and environmental benefit, under-invested people, and places.

Requirements

• Strong written and verbal communication skills. Additional language skills also ideal
• Approachable personality with strong interpersonal skills to integrate into the company culture.
• Exceptional organizational skills and meticulous attention to detail to handle complex schedules and priorities, including privacy of information handled.
• Ability to work independently and collaboratively within a team.
• Knowledge and comfort with hardware components and their functions; Understanding of network set up and management.
• Experience with software installation, configuration and troubleshooting.
• Familiarity with cybersecurity practices and software.
• Demonstrated ability to exercise good judgment to handle confidential information with discretion, professionalism, and integrity.

Job Specific Competencies:

• Excellent computer skills and a strong grasp of Google docs, Outlook calendar, Ramp expense management, Zoom, and Outlook.
• Effective use of tools and technology for effective calendaring, scheduling, tracking, documents management, and project management.
• Proficiency in business English usage, spelling, grammar, punctuation, basic arithmetic, filing and record keeping procedures and telephone techniques.

Location/Travel:

This position will be based at our headquarters in Oakland long-term