Administrative Coordinator (Permanent)

Ocean Reef Volunteer Fire Department•Key Largo, FL

About The Position

The Administrative Coordinator serves as a first point of contact for the Ocean Reef Community Association (ORCA) office and provides administrative support to designated staff. The position maintains the homeowner master member database and provides secretarial support to assigned boards and committees, including donation tracking and event coordination. The coordinator handles office reception and communications, mail distribution, office supplies and equipment, office maintenance coordination, and support for the annual Member Telephone Directory. The position also provides backup support to the Administrative and Membership Coordinator and supports designated committees and community organizations.

Requirements

High school diploma or equivalent.
Three to five years of administrative experience is preferred.
Valid Florida Driver License is required.
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, including 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.
Any combination of education and experience sufficient to perform the essential duties will be considered, unless otherwise required.

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 and distribute mail to office staff using a company vehicle or golf cart.
Track and order office supplies and maintain office equipment.
Coordinate with Engineering on 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.
Serve as Recording Secretary for Friends of Dog Park, Inc., including scheduling meetings, preparing agendas, recording minutes, and providing 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.