COMMUNICATIONS ADMINISTRATIVE COORDINATOR

THE CHILDRENS TRUST•Miami, FL

6d•$53,535

About The Position

The Communications Administrative Coordinator serves as the primary administrative and operational support to the Communications team, ensuring smooth coordination of budget management, procurement processes, sponsorships, and event logistics for the department. This position is critical in maintaining accurate financial records, managing internal invoicing systems, managing vendors agreements, tracking sponsorship payments, and outreach grants, and overseeing the purchasing of goods and services needed for department initiatives. The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in support of the department’s objectives. Work performed by the Communications Administrative Coordinator includes but is not limited to researching and obtaining bids for services or purchased goods, monitoring agreements and their terms of services, scopes of work and quality of final product, goods or service to ensure high level output. The incumbent has latitude to make informed decisions and recommendations regarding vendor and/or materials selection; and prepares reports for the department and executive management.

Requirements

A four-year degree from an accredited college or university with major course work in communications, public or business administration or other field closely related to area of assignment along with two (2) to three (3) years of practical work experience in business administration, project management, or marketing. Significant directly related experience may be substituted for some or all minimum academic requirements.
Valid State of Florida driver’s license and reliable transportation.
Knowledge of departmental policies, procurement, and procedures
Knowledge of Microsoft Office Suite programs including Word, Excel, PowerPoint, and other job-related computer programs and software applications.
Knowledge of, and ability to learn, common financial management software such as NetSuite, QuickBooks, Microsoft Dynamics.
Skill in effective communication, both orally and in writing.
Skill in prioritizing and organizing work.
Ability to work independently and as a member of a team as needed.
Ability to follow multi-step directions.
Ability to multi-task.
Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the public.

Responsibilities

Provides administrative and operational support for the department, including reconciling vendor invoices, processing reimbursements, and maintaining accurate budget records.
Collaborates with Director of Communications, the Associate Director of Communications and other team members to determine project requirements, selects vendors, analyzes quotes and work quality and makes vendor selection recommendations for all collateral and merchandise materials.
Assists in procurement processes by researching vendors, obtaining bids, reviewing quotes, and preparing recommendations for purchasing decisions.
Handles department purchase orders and provides input into procurement and solicitation documents and processes, and reviews solicitation or procurement responses.
Manages print material and other materials including external storage unit of collateral materials; keeps track of all inventories and makes recommendations on re-orders.
Leads the coordination of materials needed for special events and outreach events.
Collaborates with the development of department projects through active participation in team meetings, information sharing and cross-training.
Handles and prepares the compilation of vendor agreements and purchase orders, correspondence, reports and mass mailings.
Maintains document management systems for bids, price quotes and estimates.
Maintains accurate record of department’s budget and expenditures and provides regular updates to the Director of Communications.
Coordinates and manages logistics for signature events, leveraging strong organizational skills to ensure seamless execution and successful outcomes.
Organizes logistics and material preparation for signature events and community engagement activities, including vendor coordination and inventory management of promotional materials.
Provides technical assistance to vendors for improved services, administrative guidance for contractual performance and compliance to ensure ongoing quality standards.
Handles and reviews provider and vendor reimbursement requests for compliance with approved purchase orders and vendor budgets.
Maintains organized documentation of contracts, bids, price quotes, and vendor agreements, ensuring compliance with retention policies.
Handles customer service inquiries, resolves vendor-related issues, and addresses complaints related to contracted services.
Supports Community Engagement team projects, as needed.
Prepares meeting and event agendas, schedules meetings, collects information, compiles activity.
Performs other related duties as assigned.