Office Coordinator - Harbor House of Central Florida : Job Details

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.