Administrative Coordinator
7 days ago
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
- 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
- 401(k)
- Paid time off
- Parental leave
- 8-hour shifts, Mon-Fri
- In person
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