People Coordinator

Position: People Coordinator, Temporary to Permanent

FLSA Status: Full time, Non-exempt

Reports to: Community Manager

Location: Washington, DC (Hybrid)

Date Issued: March 1, 2023

About Mission

Polaris is leading a data-driven social justice movement to fight sex and labor trafficking at the massive scale of the problem - 25 million people worldwide deprived of the freedom to choose how they live and work.

For more than a decade, Polaris has assisted thousands of victims and survivors through the U.S. National Human Trafficking Hotline, helped ensure countless traffickers were held accountable, and built the largest known U.S. data set on actual trafficking experiences. With the guidance of survivors, we use that data to improve the way trafficking is identified, how victims and survivors are assisted, and how communities, businesses and governments can prevent human trafficking by transforming the underlying inequities and oppressions that make it possible.

About Opportunity

Polaris seeks an exceptionally efficient and people-centered People Coordinator to support 3 primary functions across the People department. They will be the "face" of Polaris responsible for building a culture of belonging and collaborative environment among everyone that comes into the Polaris office space.

The successful candidate will create an environment that encourages collaboration and community engagement in-person and virtually. The People Coordinator will interface with building management, departments of the organization and a variety of employees. They may manage confidential information and will be expected to maintain strict confidentiality and exhibit discretion, good judgment and professionalism in all activities.

Essential Responsibilities:

• Reinforce Polaris's values of inclusion by creating a warm and welcoming first impression and culture;
• Assist People team with administrative tasks, including drafting personnel letters, manage People calendar; printing and sending materials, and scheduling meetings;
• Support the creation and/or maintenance of manuals, guides, protocols, systems, databases, and other operational resources;
• Ensure Polaris office is adequately stocked to include inventory management and loss prevention control; work to ensure Polaris staff have easy access to general office supplies/tools onsite and remotely;
• Oversee seating assignments and space allocations, and basic decor;
• Oversee visitor management system, ensuring that all visitors to Polaris office space are tracked and provided with access and permissions as appropriate;
• Ensure conference rooms are properly stocked, organized, and scheduled for efficient use;
• Perform regular walk-throughs of the office to ensure cleanliness, safety, and good repair;
• Maintain People team intranet page;
• Manage distribution and recovery of all key fobs that access Polaris office;
• Receive, sort and distribute incoming mail; Manage Ops@ email inbox;
• Coordinate with Senior Safety and Security Manager during emergency response during inclement weather and/or other emergencies;
• Leads the organization in the coordination of employee activities and events, as well as any support needed during the activities or events.
• Assist Human Resources Generalist with routine celebration of employee milestones and achievements through employee appreciation programs;
• Commitment to the National Human Trafficking Hotline mission and Polaris values ;
• Other duties as assigned.

Requirements

This job description provides a summary of the major duties and responsibilities performed by individuals in this position. Incumbents may be asked to perform other tasks not specifically written in this job.

Required Qualifications:

• Deep passion! Mad skills! Low ego!
• Minimum two years of experience providing administrative support to a department, with increasing complexity, in a fast-paced environment;
• Exceptionally strong attention to detail;
• Highly organized, reliable, and able to set and balance competing priorities; and
• Ability to work independently and in a collaborative team environment.
• Superior oral and written communication skills;
• Excellent professional judgment and comportment in both external and internal settings;
• Speed and efficiency in performing tasks with the ability to absorb new information quickly;
• Ability to excel cheerfully in a fast paced and high performing environment with high standards.

Preferred Qualifications:

• Passion for combating human trafficking and modern slavery; and
• Hunger to learn and grow as a professional with interest in organizational development, nonprofit management, social entrepreneurship, or human rights.

Communication:

• Internal: Ability to communicate with supervisors and peers
• External: Ability to create a welcoming environment

Working Conditions:

• Typical office setting

Physical Requirements:

• Prolonged sitting, chiefly at a computer terminal;
• Occasional bending, stooping and stretching;
• Requires eye-hand coordination and manual dexterity sufficient to operate a computer, telephone, copier, calculator, and other office equipment;
• Requires normal range of hearing and eyesight to record, prepare, and communicate in writing, in person and by phone; and
• Requires occasional lifting up to 50 pounds.