Administrative Coordinator

7 days ago


St Simons Island, Georgia, United States COASTAL GEORGIA HISTORICAL SOCIETY Full time
Job Summary

The Coastal Georgia Historical Society is seeking a highly organized and detail-oriented Office Manager to oversee the daily operations of our office, facilities, and grounds. As a key member of our team, you will provide administrative support, manage office supplies, and ensure the smooth functioning of our facilities.

Key Responsibilities
  • Administrative Support
    • Manage the daily operations of the office, including scheduling appointments and coordinating meetings
    • Maintain office supplies and equipment inventory, and replenish general supplies as needed
    • Evaluate and coordinate any IT needs or repairs to computers or phone system
    • Maintain the calendar in Outlook
    • Field phone calls regarding programs, membership, and general questions
    • Compile the packet for the Board of Directors meetings
    • Prepare Minutes from Board Meetings
    • Assist with special events as needed
  • Bookkeeping and Accounting
    • Utilize QuickBooks to maintain the financial records of The Society
    • Daily input of payables and receivables
    • Pays vendors on a weekly basis
    • Goes to the bank and post office twice a week to make deposits and collect mail
    • Annual Budget creation and collaboration with each department for accurate projection
    • Works with the CPA to help them produce accurate and timely financials for the Board of Directors
    • Works with the auditor annually to provide necessary items for the Audit Report
    • Ensures biweekly payroll is accurate before submitting it to the Director for approval
  • Facilities Maintenance
    • Ensure that all facilities, equipment, and utilities are in good working order. Assist with coordination of repairs.
    • Schedule routine maintenance on larger facility systems, i.e., fire system, a/c systems, electrical systems. Serve as point of contact for maintenance vendors
    • Oversee landscapers and cleaning crew to ensure that grounds and buildings are being cleaned and cared for properly
Requirements
  • Proficiency with QuickBooks
  • Proficiency in Microsoft Office Suite
  • Proven experience in office management or a similar role
  • Excellent organizational and multitasking abilities
  • Strong communication skills
  • Knowledge of budgeting principles
  • Degree in Accounting or Business a plus
Benefits
  • 401(k)
  • Paid time off
  • Parental leave
Work Schedule
  • 8-hour shifts, Mon-Fri
Work Location
  • In person


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