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Administrative Coordinator

2 months ago

Lakeland, Florida, United States One More Child Full time
Job Overview

Department: Engagement

Direct Supervisor: Executive Director of Engagement

Hiring Manager(s): Executive Director of Engagement

Classification: Part-time (0-29 hours per week, varying)

FLSA Status: Non-Exempt (Hourly)

JOB SUMMARY

As an Administrative Coordinator, you will be pivotal in creating positive first impressions and providing essential support at our headquarters. Your main role will involve delivering effective administrative assistance to management and staff, ensuring the seamless operation of our facilities. You will serve as the initial point of contact for visitors and clients, embodying professionalism and a welcoming attitude. Strong organizational and communication skills will be vital in managing administrative responsibilities and fostering a positive workplace atmosphere.

KEY RESPONSIBILITIES

  • Front Desk Management:
    1. Welcome visitors, clients, volunteers, donors, and partners with a friendly demeanor, addressing their needs efficiently.
    2. Handle incoming calls, emails, and correspondence with professionalism, directing them to the appropriate personnel.
  • Organization and Cleanliness:
    1. Ensure a hospitable environment by maintaining organized common areas, including front desks, lobbies, conference rooms, and break rooms.
    2. Manage the restocking of office supplies and snacks within budget constraints.
    3. Coordinate maintenance requests as necessary.
  • Scheduling and Calendar Coordination:
    1. Arrange appointments, meetings, and client engagements for staff and clients.
    2. Oversee calendars to ensure accuracy and optimal time management.
    3. Facilitate backup scheduling for front desk coverage as required.
  • Administrative Assistance:
    1. Maintain precise records, databases, and filing systems for various operational needs.
    2. Handle sensitive information with the highest level of confidentiality.
    3. Provide general administrative support to various teams as needed.
  • Event Coordination:
    1. Organize meetings, conferences, and workshops, including room bookings and material preparation.
    2. Assist in scheduling client engagements and organizing resources as necessary.
    3. Support the logistics of campus tours.
  • Communication and Correspondence:
    1. Assist in preparing and distributing newsletters and updates as required.
    2. Maintain effective communication channels within the organization, ensuring timely information dissemination.

REQUIRED QUALIFICATIONS

  • Minimum of a high school diploma or GED; additional training in office administration is advantageous.
  • Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook, with a willingness to learn new software.

PREFERRED QUALIFICATIONS

  • Demonstrated experience as a secretary or administrative assistant in a similar environment.

COMPETENCIES

  • Exhibit a professional and friendly demeanor, with a strong focus on customer service.
  • Possess strong organizational and time management skills, with attention to detail.
  • Demonstrate excellent verbal and written communication abilities.
  • Maintain confidentiality and handle sensitive information discreetly.
  • Ability to work independently or collaboratively within a team.
  • Flexibility to work varied hours based on organizational needs.

SPIRITUAL QUALIFICATIONS

  • Commitment to providing services in a Christian context, aligned with the organization's mission.
  • Engagement in personal spiritual practices and community involvement.

PHYSICAL DEMANDS

This role may require sitting for extended periods, using hands for various tasks, and occasionally lifting up to 30 pounds. The work environment is typical of an office setting.