Office Coordinator

2 weeks ago

Lewiston, Maine, United States Promise Early Education Center Full time
Position Overview

The Promise Early Education Center (PROMISE) is dedicated to fostering the positive development of children, families, and staff. We provide early education and Pre-K services to children aged 6 weeks to 5 years through various programming options.

The Administrative Operations Associate plays a crucial role in ensuring the efficient functioning of the administrative office. The ideal candidate will possess strong organizational skills, attention to detail, and a friendly demeanor, capable of managing multiple projects simultaneously.

This role requires prior experience in executive administration. Reporting to the HR Manager, you will support a small leadership team while also serving as the receptionist, handling phone calls and visitor inquiries. The work environment is dynamic, requiring the ability to shift focus quickly as tasks arise.

Key Responsibilities:

  1. Provide essential office support, including correspondence, scheduling, record management, supply inventory, data entry, mail processing, and vendor relations.
  2. Manage vendor communications, ensuring compliance with agreements and contracts.
  3. Assist the Executive Director and leadership team with executive administrative tasks, including document preparation, meeting minutes, and correspondence.
  4. Maintain office supply inventory and order materials as necessary.
  5. Support staff with various office-related tasks.
  6. Prepare and distribute internal communications.
  7. Oversee the maintenance and operation of office equipment.
  8. Collaborate with the Director and administrative staff on operational matters.
  9. Submit required reports and documentation to relevant state and federal agencies.
  10. Prepare materials for agency meetings and attend as needed, including agenda and minutes preparation.
  11. Coordinate logistics for meetings, events, and projects, including travel arrangements and catering services.
  12. Manage incoming calls and inquiries, directing them appropriately.
  13. Welcome visitors and ensure proper sign-in procedures are followed.

Qualifications:

  1. A minimum of 3 years of relevant administrative experience; an associate degree in business is preferred.
  2. Proficiency in Microsoft Office Suite, including Excel and Word.
  3. Experience with website management and social media is a plus but not mandatory.
  4. Strong communication skills and business acumen, with excellent writing abilities.
  5. Detail-oriented and self-motivated, with the capacity to manage multiple tasks effectively.
  6. Ability to work independently, prioritize tasks, and meet deadlines.
  7. Flexibility and a collaborative spirit to assist the team as needed.

Benefits:

  1. Comprehensive medical and dental insurance.
  2. Life insurance and short-term disability coverage.
  3. 403b retirement plan, paid time off, generous tuition assistance, and paid holidays.

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