Administrative Office Coordinator

Position:
    Administrative Office Coordinator 

Reports to:

Chief Operating Officer 

Administrative & Office Operations

• Provide high-level administrative support to the CEO, COO, and senior management team, including scheduling, correspondence, meeting preparation, documentation, research, data entry, and compilation of information.
• Oversee daily office operations to maintain a safe, organized, professional, and efficient work environment.
• Manage incoming and outgoing agency mail, deliveries, and related correspondence.
• Manage office supplies, equipment, inventories, service contracts, and routine administrative resources.
• Coordinate facility maintenance, repairs, vendor services, office security, and agency fleet-related administrative needs.
• Serve as a liaison with building management, contractors, vendors, and service providers; obtain bids and estimates for services and coordinate scheduling of approved work.
• Support workplace safety initiatives and facility compliance requirements.

Executive & Board Support

• Coordinate Board of Directors and committee meeting logistics, including scheduling, meeting notices, room or venue arrangements, and required materials.
• Prepare, organize, and distribute Board packets, agendas, minutes, reports, and supporting documentation.
• Maintain accurate and confidential Board records, governance documents, resolutions, and official meeting files.
• Track Board member terms, committee assignments, required documentation, and other governance-related deadlines.
• Provide administrative support for Board committees and special projects as requested by the CEO or COO.

Volunteer Administration

• Assist with volunteer recruitment, onboarding, scheduling, communication, and engagement activities.
• Maintain accurate and confidential volunteer records, including contact information, background check documentation, training records, and other required documentation.
• Serve as a primary administrative point of contact for volunteer questions, scheduling, and logistical needs.
• Coordinate and support volunteer events, recognition, and appreciation activities.

Organization & Confidentiality

• Effectively prioritize, organize, and coordinate multiple responsibilities and competing deadlines to maximize productivity and ensure timely completion of assignments.
• Maintain strict confidentiality when handling sensitive organizational, personnel, financial, Board, and other agency information.
• Demonstrate professionalism, sound judgment, attention to detail, and responsiveness when interacting with employees, leadership, Board members, volunteers, vendors, and community partners.
• Support agency initiatives, special projects, and organizational events as assigned.
• Other duties and responsibilities as assigned.