Administrative Coordinator (Temporary)

Ocean Reef Volunteer Fire Department•Key Largo, FL

About The Position

The Administrative Coordinator is a temporary position serving as a first point of contact for the Ocean Reef Community Association (ORCA) office and providing administrative support to designated staff. The role maintains the homeowner master member database and provides secretarial support to assigned boards and committees, including donation tracking and event coordination. The position handles office reception and administrative functions, supports the annual Member Telephone Directory, and serves as backup for the Administrative and Membership Coordinator in support of the Legal and Membership Committee. It also provides administrative assistance to the Friends of Dog Park, Inc. and Grayvik Animal Center/ORCAT, including meeting support, committee secretary duties, event coordination, and donation reconciliation. Additional duties may be assigned as necessary.

Requirements

Excellent customer service, interpersonal, and communication skills.
Ability to read, write, and speak English effectively.
Ability to build effective working relationships with employees, homeowners, guests, and visitors.
Strong organizational and time management skills, with the ability to meet deadlines.
Ability to respond to inquiries, research discrepancies, and resolve complaints.
Strong attention to detail and ability to maintain confidentiality.
Ability to accurately record, review, and reconcile donation and other financial information.
Ability to learn and use databases and other software.
Proficiency in Microsoft Office.
Ability to sit for extended periods and move throughout the office and event spaces.
Ability to lift and carry up to 20 pounds.
High school diploma or equivalent.
Valid Florida Driver License.

Nice To Haves

Associate’s Degree from an accredited college or university.
Three to five years of administrative experience.
Certified Administrative Professional Certification or equivalent.
Community Association Manager (CAM) License.

Responsibilities

Answer, screen, and direct incoming calls and provide accurate information to callers.
Greet visitors professionally and provide assistance as appropriate.
Collect mail using a company vehicle or golf cart and distribute it to office staff.
Track and order office supplies and maintain office equipment.
Coordinate with Engineering regarding office maintenance needs.
Assist with the annual Member Telephone Directory, including verifying member information and proofreading.
Maintain the homeowner master member database, ensuring records are accurate, current, and confidential.
Serve as backup for the Administrative and Membership Coordinator, supporting the Legal and Membership Committee as directed.
For Friends of Dog Park, Inc., schedule meetings, prepare agendas, record minutes, and provide general administrative support.
Serve as Secretary for the Catwalk Committee and assist with coordinating and setting up the annual Catwalk Fashion Show and Luncheon.
Record, track, and reconcile donations for the Dog Park and Grayvik Animal Center/ORCAT in donor tracking software.
Perform additional duties as assigned.