Office Coordinator

Office Coordinator

Location: 2650 Washington Boulevard, Suite 202, Ogden, UT 84401
Job Type: Part-Time, Non-Exempt, 25–29 hours per week
Compensation: $18–$21/hour (DOE)

About Us

The Ogden Downtown Alliance (ODA) is a 501(c)(3) nonprofit organization committed to increasing economic vitality and community vibrancy throughout Ogden’s Central Business District. We support local commerce through placemaking, destination marketing, focused community programming, and events. We create and promote a dynamic epicenter for arts, entertainment, and cultural experiences in downtown Ogden.

The Ogden Downtown Alliance is seeking a detail-oriented and highly organized Office Coordinator to join our team. This position plays a critical role in overseeing day-to-day office operations and assisting executive staff. This role will help support the overall mission of the organization and many of Ogden’s beloved and award-winning community events, including Farmers Market Ogden, Historic 25th Street Car Show, Ogden Arts Festival, and Harvest Moon Celebration.

Position Summary

The Office Coordinator is a key administrative professional responsible for supporting the day-to-day operations of the Ogden Downtown Alliance. This role prioritizes executive support, general bookkeeping and human resources coordination, and front-facing customer service.

Working closely with the Executive Director and staff, the Office Coordinator ensures organizational efficiency through strong systems, clear communication, and proactive support. This role also contributes to ODA’s community-facing work by assisting with customer service and operations at events throughout the year.

This is an ideal opportunity for a highly organized, detail-oriented, and mission-driven individual who enjoys a wide variety of responsibilities and thrives in a collaborative, community-focused environment.

Key Responsibilities

1. Executive Support & Office Operations (40%)

– Serve as the primary administrative support to the Executive Director, including calendar management, meeting coordination, and document preparation

– Act as the first point of contact for the organization by answering phones, responding to emails, and greeting visitors

– Manage office operations including supplies, equipment, mail, vendor coordination, and general upkeep

– Coordinate logistics for meetings, including scheduling, agendas, board packets, and note-taking

– Maintain organized digital and physical filing systems and ensure accurate recordkeeping

– Support implementation and maintenance of project management and CRM tools

2. Organizational Administration (35%)

– Support basic bookkeeping functions, including expense tracking, deposits, invoicing support, and financial recordkeeping

– Assist with budget tracking and ensure expenses are properly coded and documented

– Maintain records related to contracts, permits, insurance, compliance documents, and reporting deadlines

– Support human resources administration, including employee records, onboarding paperwork, PTO tracking, and payroll coordination

– Assist with maintaining and updating employee handbooks, policies, and internal procedures

– Support hiring efforts, including seasonal staff and volunteer coordination

3. Customer Service, Communications & Event Support (25%)

– Provide timely and professional customer service via phone, email, and in person

– Assist with drafting and distributing internal and external communications

– Support community engagement by maintaining knowledge of downtown Ogden businesses, events, and resources

– Provide on-site support at ODA events, including customer service, vendor assistance, check-in, and general event operations

– Assist with product sales, wayfinding, and attendee experience during events

– Attend occasional evening meetings and weekend events as needed

Qualifications

– Associate’s or Bachelor’s degree in business administration or a related field, or equivalent experience

– 2+ years of experience in an administrative, office management, or executive assistant role

– Experience with bookkeeping, budgeting, or financial tracking preferred

– Familiarity with human resources processes and nonprofit operations is a plus

– Bilingual in English and Spanish is a plus

– Proficiency in Google Workspace and comfort learning new systems and technologies

– Strong written and verbal communication skills

– Exceptional organizational skills with strong attention to detail

– Ability to manage multiple priorities and meet deadlines in a dynamic environment

– Self-motivated with the ability to work both independently and collaboratively

– Passion for community development and supporting local businesses

Key Attributes

– Exceptionally organized with a love for systems, details, and keeping things running smoothly

– Proactive and resourceful—you anticipate needs and figure things out without waiting to be asked

– People-first communicator who is friendly, professional, and great with both team and the public

– Trustworthy and dependable, especially when handling sensitive information and finances

– Adaptable and calm under pressure, able to shift gears quickly during busy event seasons

– Team-oriented and community-minded, with a genuine enthusiasm for supporting local businesses and downtown Ogden

Reporting Structure

– Reports to the Executive Director

Working Conditions & Physical Requirements

This position operates primarily in an office setting with seasonal outdoor event work.

– Work is performed in an office environment with periodic exposure to outdoor conditions, crowds, and event-related noise

– Ability to sit or stand for extended periods and perform computer-based work

– Must be able to move throughout event sites and stand/walk for extended periods during events

– May occasionally lift and move items up to 50 pounds

– Must be comfortable interacting with the public, including in high-energy or occasionally stressful situations

– Ability to communicate clearly in person, in writing, and by phone

– Must have reliable transportation and a valid driver’s license

Schedule & Work Expectations

ODA offers a flexible and collaborative work environment. This role includes:

– A part-time schedule of 25–29 hours per week

– Primarily weekday in-office hours, with seasonal schedule adjustment to work Saturday events

– Available to work additional event hours and extended schedule during peak times of year

– Attendance at select events and evening meetings outside of normal business hours

– A flexible schedule that may vary based on organizational and event needs

Benefits

– Paid holidays

– Flexible work environment

– Supportive, collaborative team culture

– Opportunities for professional growth and skill development

– Direct engagement with Ogden’s downtown business and creative community

The Ogden Downtown Alliance is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other protected status under applicable federal, state, or local laws. Ogden Downtown Alliance is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Executive Director, Reide Thompson, at reide@ogdendowntown.com.

How to Apply

To be considered for this role, please submit a cover letter with your resume as a single PDF. Your letter should specifically address the following:

– Why you are interested in this position and working for the Ogden Downtown Alliance

– Your previous experience that will allow you to succeed in this role

Please email your application to director@ogdendowntown.com with the position title and your name in the subject line of the email. Applications will be reviewed on a rolling basis until the position is filled.