Administrative Coordinator (Permanent)

Ocean Reef Community Association•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 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 handles incoming calls and visitors, mail collection and distribution, office supplies and equipment, coordination of office maintenance needs, and support for the annual Member Telephone Directory. It also serves as backup for the Administrative and Membership Coordinator, as directed. For Friends of Dog Park, Inc., the coordinator serves as Recording Secretary, scheduling meetings, preparing agendas, recording minutes, and providing general administrative support. For Grayvik Animal Center/ORCAT, the coordinator serves as Secretary for the Catwalk Committee and assists with the annual Catwalk Fashion Show and Luncheon. The role also 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 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 accurate, current, and confidential records in the homeowner master member database.
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 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.