Administrative Coordinator (Temporary)

Ocean Reef Community Association•Key Largo, FL

About The Position

The temporary 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 role maintains the homeowner master member database and provides secretarial and administrative support to assigned boards and committees, including donation tracking and event coordination. The position answers and directs calls, greets visitors, collects and distributes mail, tracks office supplies, maintains office equipment, and coordinates office maintenance needs with Engineering. It also assists with the annual Member Telephone Directory and serves as backup for the Administrative and Membership Coordinator, supporting the Legal and Membership Committee as directed. For Friends of Dog Park, Inc., the coordinator schedules meetings, prepares agendas, records minutes, and provides general administrative support. For the Grayvik Animal Center/ORCAT, the coordinator serves as Secretary for the Catwalk Committee and helps coordinate and set up the annual Catwalk Fashion Show and Luncheon. The role records, tracks, and reconciles donations for the Dog Park and Grayvik Animal Center/ORCAT in donor tracking software. 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 required.
Valid Florida Driver License 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 mail using a company vehicle or golf cart and distribute it to office staff.
Track and order office supplies and maintain office equipment.
Coordinate office maintenance needs with Engineering.
Assist with the annual Member Telephone Directory by verifying member information and proofreading.
Maintain the homeowner master member database, ensuring records are accurate, current, and confidential.
Provide backup support for the Administrative and Membership Coordinator and support 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 Grayvik Animal Center/ORCAT Catwalk Committee.
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.