What are the responsibilities and job description for the Office Coordinator position at Harbor House of Central Florida?
About Us: Harbor House of Central Florida is a leading nonprofit organization dedicated to ending domestic violence. We provide comprehensive services to survivors, including shelter, advocacy, and education. Join our committed team as we work to make a difference in our community.
Position Overview: The Office Coordinator will assist the Facilities, Human Resources, and Accounting departments by managing office operations, handling supply orders, coordinating mail, and performing a wide range of administrative and clerical tasks. This position will also serve as a backup to the Staff Accountant, requiring proficiency in QuickBooks, Salesforce, and Microsoft Office Suite. The Office Coordinator will play a key role in maintaining office efficiency and supporting the overall administrative functions of Harbor House.
Key Responsibilities:
- Office and Facilities Management:
- Manage office supply and facility supply orders.
- Coordinate mail pick-up, drop-off, sorting, and distributing.
- Oversee the operation of office equipment, including copiers and mail machines.
- Handle mass printing jobs (intake forms, agency documents, etc.).
- Coordinate with vendors and manage contracts, including scanning and organizing documents.
- 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:
- Responsible for making purchases for all departments and placing orders.
- Obtain quotes from vendors as required by funders and company policy.
- Coordinate with departments to ensure timely delivery of supplies and materials.
- Keep an accurate inventory of all purchases for tracking purposes.
- Accounting Support and Reconciliation:
- Collect invoices and credit card receipts, coding them to the correct departments and grants as per budget.
- 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.
- Maintain and manage the use of company credit cards and distribute gift cards as needed.
- Additional Duties:
- Pick up materials from the print shop or mail house as needed.
- Drop off grants and other important documents.
- Manage the agency voicemail system and ensure messages are routed appropriately.
- Coordinate BOD (Board of Directors) signatures for required documents.
Qualifications:
- 2 years of experience in office coordination or administrative roles.
- Proficiency in QuickBooks, Salesforce, and Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize responsibilities in a fast-paced environment.
- Experience with purchasing, inventory management, and vendor coordination.
- Strong communication skills, both written and verbal.
Preferred Qualifications:
- Experience working in a nonprofit organization is a plus.
- Familiarity with grant tracking and coding expenses to multiple departments.
Benefits:
- Competitive salary
- Health, dental, and vision insurance
- Paid Time Off (PTO)
- Retirement plan with employer match
- Professional development opportunities
How to Apply: Please submit your resume and a cover letter detailing your experience with office coordination, purchasing, and accounting support.
Harbor House of Central Florida is an equal opportunity employer and is committed to building a diverse workforce. We encourage applications from all qualified individuals.
Harbor House is a drug-free workplace.
Salary : $17 - $18
