Office Specialist

Family Promise of Brevard•Cocoa, FL

18h•Onsite

About The Position

Family Promise of Brevard is a 501(c)(3) nonprofit dedicated to keeping families housed so children can thrive. Family-focused and community-powered, we work on two levels: directly with families through prevention, shelter, and stabilization services, and at the systems level by strengthening how communities respond to housing needs. Our zip code–based approach builds collaboration, addresses service gaps, removes barriers to education and training, and advocates for housing that is safe and affordable. Together, these efforts move us closer to our vision: a Brevard where every family has a home, a livelihood, and the chance to build a stronger future. Guided by our core values—Accountability, Excellence, Respect, Family-Focused, Forward-Thinking, and Innovation—we seek team members who share this commitment and are ready to make a meaningful impact in the lives of families and the health of our community. The Office Coordinator serves as the primary administrative and operational liaison for the Firehouse and is the first point of contact for visitors, community partners, and staff. This role functions as the central point of coordination, ensuring a welcoming, professional environment and supporting the systems and processes that allow the organization to operate smoothly and efficiently. The Office Coordinator is responsible for managing timely office communications and facilitating key operational tasks, including maintaining the master schedule for meetings and room assignments, coordinating office upkeep and maintenance, placing supply orders, directing calls and mail, and providing administrative support to staff as needed.

Requirements

Minimum 5 years’ experience in a front office, administrative position
Must be able to multi-task in a high energy environment with exceptional personal organizational skills
Superior interpersonal and relationship building skills necessary
Ability to always communicate with a pleasant demeanor and treat guests respectfully and empathetically
Appropriate sense of discretion in dealing with emergencies or difficult situations
Ability to drive to errands as needed with a current valid Florida Driver’s License
Effective and accurate written and verbal communication with all staff, vendors, and guests
Strong computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and the ability to learn and successfully use latest programs as required
Ability to safely lift and move objects up to 30 pounds?

Nice To Haves

Prefer Office Coordinator to be Bi-Lingual in Spanish, but not required

Responsibilities

Serve as the first point of contact for visitors, families, community partners, and vendors, creating a welcoming and professional first impression of the Firehouse.
Greet, register, and direct visitors in a courteous and professional manner, ensuring they are connected with the appropriate staff or resources.
Manage incoming phone calls, emails, and mail; route inquiries appropriately and ensure timely follow-up as needed.
Maintain a clean, organized, and professional front office, lobby, and shared public spaces to support a positive visitor and staff experience.
Manage technology needs for office spaces and community rooms.
Maintain and manage the master calendar, including meeting schedules and room assignments.
Coordinate building use, shared spaces, and internal scheduling needs.
Place and track orders for office and program supplies.
Support coordination of Firehouse facility upkeep and maintenance; serve as liaison with vendors and service providers.
Manage inventory to ensure organizational readiness.
Run data reports and perform light analytics, offering insights into Firehouse operations.
Conduct routine preventive inspections to ensure building systems and equipment remain in optimal working condition.
Provide administrative assistance to leadership and program staff as needed, including data input, basic document preparation, and coordination support.
Support documentation, filing systems, and recordkeeping processes to ensure accurate and organized records.
Assist with preparation for meetings, events, and partner convenings, including logistical coordination and materials support.
Ensure timely and accurate internal communication regarding scheduling, space usage, and facility updates.