Office Administrator

Safe Children Coalition

13h

About The Position

As an Office Administrator, you'll be responsible for ensuring the efficient and professional operation of the office by overseeing administrative functions, coordinating front desk and facility management activities, and serving as a central point of contact for staff, vendors, and visitors. This role supports organizational effectiveness by maintaining office systems, managing resources, and providing administrative assistance that enables staff and leadership to focus on program and service delivery.

Requirements

High school diploma or equivalent required. AA degree a plus. Minimum of two years general office experience.
Possess a valid Florida Driver’s License in good standing and be insurable by the agency’s current insurance carrier.
Must meet state criminal background check requirements.
Ability to work a flexible schedule.
Knowledge of community resources.

Responsibilities

Oversee and ensure front desk reception coverage, including greeting visitors, routing messages, and providing general information to the public.
Report to management and perform administrative duties as needed.
Manage and oversee activities related to annual fire drills, pre-storm building preparations, post-storm building checks and clearances, required building inspections for security and fire compliance, and overall office safety procedures/protocols.
Manage and oversee activities related Purchase of Services Authorizations (POS), check requests/pick-ups, and receipt management in CentreSuite system.
Collaborate with the Building Manager and Property Management to address building maintenance needs.
Serve as the primary point of contact for assigned corporate purchases and vendor relations.
Issue, activate, and maintain office access fobs, employee ID badges and business cards for the Lakewood Ranch office.
Assist in planning and coordinating special projects and events in partnership with the Community Engagement Specialist.
Coordinate travel arrangements for staff attending conferences and training.
Coordinate SCC vehicle maintenance and ensure related documents remain up-to-date.
Maintain and update office resources, including the phone directory, signage, and office name labels.
Provide staff support and training in the use of office equipment and ensure equipment is properly maintained according to vendor guidelines.
Manage vendor relationships to support office functions (e.g., copier service, telephone repair, equipment maintenance).
Support staff in understanding office procedures, locating coalition forms, and assisting in maintaining organizational forms and documents.