Operations and Guest Experience Coordinator

Career Opportunities with The Education Foundation of Collier County, Inc. A great place to work. Careers At The Education Foundation of Collier County, Inc. Current job opportunities are posted here as they become available. Operations and Guest Experience Coordinator The Operations & Guest Experience Coordinator plays a central role in supporting Champions For Learning’s mission by ensuring smooth day-to-day operations and creating a warm, welcoming experience for all who engage with the organization. This position coordinates administrative, operational, and finance-related functions while providing proactive administrative support to organizational leadership. Serving as a key point of connection for staff and stakeholders, the Coordinator brings a strong hospitality mindset to every interaction, helping ensure that colleagues, volunteers, donors, students, and families feel supported, valued, and well served. Supervisory Responsibilities This position does not have direct supervisory responsibilities but will coordinate work with vendors and contractors as part of daily operations. Duties/Responsibilities Finance & Accounting Serve as primary point of contact for accounts payable. This includes interactions with vendors, collecting/maintaining w9s, reviewing vendor invoices, and entering bills into accounting system. This includes employee expense tracking and reimbursement processes. Assist with annual audit, 1099 preparations, and monthly bank and credit card reconciliations. Assist with keeping financial records and documentation organized. Guest Experience Serve as the first point of contact for all visitors and callers, ensuring a warm, professional, and welcoming experience that reflects Champions For Learning’s values. Greet guests with a high level of attentiveness and care, creating a concierge-level experience for volunteers, donors, students, families, partners, and staff. Manage the main office line with a strong emphasis on responsiveness, prioritizing live connection whenever possible, and directing inquiries effectively. Coordinate visitor flow and meeting readiness, ensuring guests are received promptly, and meetings are supported with appropriate preparation. Foster a hospitality mindset in all interactions, contributing to an environment where team members and guests feel supported, respected, and valued. Anticipate needs and proactively address details that enhance the overall experience for visitors and staff. Organize high-support onboarding of new personnel. Leadership and Board Support Provide initiative-taking administrative support to the President & CEO and Chief Officers, including scheduling and preparation for meetings, with accuracy, professionalism, and timeliness. Coordinate support for Board meetings and events, including scheduling, agenda development, preparation and distribution of materials, and creation of meeting minutes. Proactively maintain, manage, and coordinate board-related records and systems, including the board portal, meeting minutes, bylaws, charters, and compliance documents. Serve as a primary point of contact for Board members on logistical and administrative matters. Coordinate communication with board and committee members, ensuring timely, accurate, and professional correspondence. Track action items and follow-up from board meetings to support responsiveness, effectiveness, and accountability. Maintain an elevated level of professionalism, discretion, and confidentiality in all interactions and managing of sensitive information. Operations & Administration Maintain a well-organized, efficient, and professional office environment, including shared spaces, supplies, and overall office readiness. Coordinate with vendors and service providers (e.g., IT, facilities, office, human resources), ensuring timely resolution of issues and continuity of operations. Serve as a liaison with IT support to address staff needs, generate IT tickets, troubleshoot issues, ensure needs are addressed in a timely manner, and support effective use of systems and technology. Fulfill onboarding and day-to-day administrative needs for staff, including workspace setup, system access, and coordination of basic HR-related logistics. Manage incoming and outgoing mail, deliveries, and general office communications. Maintain organized records, files, and administrative systems to support efficient operations and compliance with organizational practices. Anticipate operational needs and proactively address issues to support a smooth, well-functioning, positive work environment. Maintain the staff handbook and the organization’s policies and procedures manual. Job Knowledge Communication Teamwork & Cooperation Professionalism Mission Statement Organizational Relations Core Values Trust Love Required Skills/Abilities Excellent verbal and written communication skills. Strong interpersonal and conflict resolution skills, with the ability to interact effectively with a variety of personalities. Excellent organizational skills and attention to detail. Strong time management skills with the ability to manage multiple priorities and meet deadlines. Strong analytical and problem-solving skills. Professional and tactful approach with the ability to manage sensitive situations, confidential documents, and maintain confidentiality. Proficient with Microsoft Office Suite and related software. Thorough understanding of, or ability to quickly learn, office equipment, recordkeeping systems, management information systems, and related protocols used in the organization. Education and Experience Bachelor’s degree preferred; equivalent combination of education and relevant experience will be considered. Minimum of three years of experience in administrative, operations, customer service, and/or hospitality–oriented roles preferred. Preferred bookkeeping experience with basic knowledge of accounts payable. Preferred experience with Blackbaud/Financial Edge NXT. Preferred experience with a paperless environment. Physical Requirements Prolonged periods of sitting at a desk and working on a computer. Must be able to lift 15 pounds at times. #J-18808-Ljbffr