Office Coordinator

About Us : Harbor House of Central Florida is a leading nonprofit organization dedicated to ending domestic violence. We provide comprehensive services to survivors, including shelter, advocacy, and education.

Join our committed team as we work to make a difference in our community.

Position Overview : The Office Coordinator will assist the Facilities, Human Resources, and Accounting departments by managing office operations, handling supply orders, coordinating mail, and performing a wide range of administrative and clerical tasks.

This position will also serve as a backup to the Staff Accountant, requiring proficiency in QuickBooks, Salesforce, and Microsoft Office Suite.

The Office Coordinator will play a key role in maintaining office efficiency and supporting the overall administrative functions of Harbor House.

Key Responsibilities :

• Office and Facilities Management :
• Manage office supply and facility supply orders.
• Coordinate mail pick-up, drop-off, sorting, and distributing.
• Oversee the operation of office equipment, including copiers and mail machines.
• Handle mass printing jobs (intake forms, agency documents, etc.).
• Coordinate with vendors and manage contracts, including scanning and organizing documents.
• Set up for staff and agency meetings, and maintain the meeting room calendar.
• Purchase and restock break room supplies and food items.
• Purchasing and Inventory :
• Responsible for making purchases for all departments and placing orders.
• Obtain quotes from vendors as required by funders and company policy.
• Coordinate with departments to ensure timely delivery of supplies and materials.
• Keep an accurate inventory of all purchases for tracking purposes.
• Accounting Support and Reconciliation :
• Collect invoices and credit card receipts, coding them to the correct departments and grants as per budget.
• Reconcile credit card receipts with monthly statements and prepare reports for Accounts Payable processing.
• Serve as a backup to the Staff Accountant, assisting with tasks in QuickBooks and other accounting systems.
• Maintain and manage the use of company credit cards and distribute gift cards as needed.
• Additional Duties :
• Pick up materials from the print shop or mail house as needed.
• Drop off grants and other important documents.
• Manage the agency voicemail system and ensure messages are routed appropriately.
• Coordinate BOD (Board of Directors) signatures for required documents.

Qualifications :

• 2+ years of experience in office coordination or administrative roles.
• Proficiency in QuickBooks , Salesforce , and Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Experience with purchasing, inventory management, and vendor coordination.
• Strong communication skills, both written and verbal.

Preferred Qualifications :

• Experience working in a nonprofit organization is a plus.
• Familiarity with grant tracking and coding expenses to multiple departments.

Benefits :

• Competitive salary
• Health, dental, and vision insurance
• Paid Time Off (PTO)
• Retirement plan with employer match
• Professional development opportunities

How to Apply : Please submit your resume and a cover letter detailing your experience with office coordination, purchasing, and accounting support.

Harbor House of Central Florida is an equal opportunity employer and is committed to building a diverse workforce. We encourage applications from all qualified individuals.

Harbor House is a drug-free workplace.

Job Posted by ApplicantPro