Office Coordinator- Part-Time (Monday- Thursday, 9am-2pm)

Job Description

Job Description

Description:

JOB SUMMARY: The Office Coordinator will assist Facilities, Human Resources, and Accounting departments by managing office operations, handling supply orders, coordinating mail, and providing comprehensive administrative support across multiple departments. This position will also serve as backup to the Staff Accountant, requiring working knowledge in QuickBooks, and proficiency in Microsoft Office Suite. The Office Coordinator will play a key role in maintaining office efficiency and supporting the overall administrative functions of Harbor House.

ESSENTIAL FUNCTIONS:

Office Management – 55%

• Manage office supply orders ensuring they are delivered to the appropriate location.
• Coordinate mail pick-up, drop-off, sorting, and distributing.
• Handle mass printing jobs (intake forms, agency documents, etc.)
• Set up for staff and agency meetings and maintain the meeting room calendar.
• Purchase and restock break room supplies and food items.

Purchasing and Inventory -10%

• Responsible for making purchases for all departments and placing orders.
• Coordinate with departments to ensure timely delivery of supplies and materials.
• Keep an accurate inventory of all purchases for tracking purposes.

Human Resources- 15%

• Assist with recruitment activities, including job posting and reference checks.
• Assemble new hire welcome packets.
• Assist with the Employee Motivational Team, including meetings coordination and the development of the staff newsletter.
• Assist with tracking annual staff training requirements and maintaining training records.

Accounting Support and Reconciliation -15%

• Reconcile credit card receipts with monthly statements and prepare reports for Accounts Payable processing.
• Serve as a backup to the Staff Accountant, assisting with tasks in QuickBooks and other accounting systems.
• Create and send event invoices to sponsors ensuring invoices are accurate and reconciled with information provided by the Development Team.
• Record all deposits including weekly checks, electronic payments and Authorize.Net.

Additional Duties -5%

• Drop off grants and other important documents.
• Assist with uploading receipts into Bill Divy system as needed.
• Manage the agency voicemail system and ensure messages are routed appropriately.
• Coordinate BOD (Board of Directors) signatures for required documents.
• Assist with staff events by researching vendors and setting up staff events.
• Assist with drafting Memorandum of Understanding and Letters of Support with leadership along with coordination of signatures and filing.
• Other duties as assigned.

MARGINAL DUTIES

• This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to maintain appropriate professional boundaries, confidentiality, and discretion when handling sensitive organizational, financial, and personnel matters.
• Working knowledge of QuickBooks, and Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational skills and attention to detail.
• Ability to establish and maintain effective working relations with various community agencies, coalitions, and agency staff.
• Excellent communication skills, both verbal and written.
• Ability to effectively prioritize and work independently with little or no supervision.
• Ability to effectively manage competing priorities while maintaining accuracy, productivity, and professionalism.
• Ability to work in an environment with many interruptions.

PHYSICAL REQUIREMENTS:

• Frequently standing, sitting, and walking.
• Some stooping, lifting and bending.
• Talking, hearing, seeing, repetitive motions.
• Ability to work with a moderate noise level.
• These requirements may not be all inclusive. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.

Requirements:

• Education: Minimum of a High School Diploma or GED, Associate's Degree or higher preferred.
• Experience: 2+ years of experience in office administration, office coordination, accounting support or related administrative roles. Experience working in a nonprofit organization is a plus.
• Discretion: Professional experience may be substituted for formal education at the discretion of the Chief Executive Officer.
• Licensing: Valid Florida Driver’s License with a clean record for the past 5 years. Must be 21 years or older to meet agency insurance requirements.
• Skills: Proficiency in Microsoft Office applications (Word, Excel, PowerPoint). Working knowledge of QuickBooks. Ability to learn organization-specific software, including databases and content management systems. Strong professional writing and communication skills. Ability to manage multiple priorities in a fast-paced environment with attention to detail.
• Training Requirements: Completion of CORE Competency training within 90 days of hire. Additional mandatory training is required on an annual basis per Agency Policies & Procedures.