Office Coordinator

Grace Place for Children and Families•Naples, FL

12d•Onsite

About The Position

The Office Coordinator provides essential clerical, logistical, and administrative support that ensures the smooth daily functioning of the Development Department. This role manages repetitive and process-driven tasks including mail handling, contribution documentation, acknowledgment preparation, event logistics support, and maintenance of physical and digital files. The Office Coordinator ensures accuracy, timeliness, and consistency in all administrative workflows, enabling development leadership and directors to focus on donor engagement, cultivation, and revenue generating activities.

Requirements

2–4 years of administrative, clerical, or office support experience, preferably in a nonprofit or development environment.
Proficiency in Microsoft Office
Proficiency in Raiser’s Edge (or similar CRM) required
Background check, fingerprinting required.
Must have a valid driver’s license, acceptable driving record, and active automobile insurance when driving is required.

Nice To Haves

Associate degree preferred; Bachelor's degree a plus.

Responsibilities

Manage daily administrative operations including mail, phones, scheduling, and office workflow alignment.
Maintain and organize development calendars, including leadership meetings, committee meetings, and event timelines.
Coordinate materials, logistics, and internal communication for development activities and initiatives.
Ensure adherence to established administrative processes and timelines.
Coordinate Development committee meetings
Execute acknowledgment processes including donor letters, tax receipts, and stewardship communications.
Coordinate preparation and mailing of personalized outreach such as sympathy, holiday, and birthday communications.
Support consistency and accuracy in donor-facing communications and documentation.
Assist in maintaining stewardship plans and outreach schedules.
Maintain accurate hard-copy and digital contribution records in alignment with IRS regulations and organizational policies.
Manage filing systems for donor contributions, grants, and development documentation.
Support audit readiness through organized recordkeeping and documentation practices.
Coordinate logistics for events, mailings, and donor engagement activities, including vendor and attendee communication.
Prepare acdirect mail campaigns and bulk mailing processes.
Support pre- and post-event administrative needs including setup, breakdown, and follow-up materials.
Maintain and update operational plans including mailing outreach, acknowledgment, and stewardship schedules.
Track and enter participant lists, donor categories, and engagement activities as assigned.
Support prospect research, obituary tracking, home purchases, local demographic research and donor recognition updates.