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Community Foundation Announces Search for Administrative Coordinator

April 30, 2025

The Administrative Coordinator will ensure smooth daily workflow and front desk operations by managing all regular administrative, clerical, and communication responsibilities at The Family Center. This role assists the Director of The Family Center with the tasks required to successfully run Hancock Properties and The Family Center. There is an emphasis on excellent communication skills and outstanding customer service for the clients, tenants and service providers of The Family Center.

Essential Duties and Responsibilities

    Communications

    • Greet visitors, clients, and tenants to ensure they receive appropriate attention for their needs, assist them in following building policies and procedures. This may include using appropriate resources to communicate with guests who have language barriers.
    • Maintain a general knowledge of the services provided by the agencies in The Family Center and resources in Hancock County that are available at other locations.
    • Update digital signage as appropriate.
    • Answer incoming calls and direct them to the appropriate personnel. Answer email requests or forward them to their relevant parties.
    • Manage all social media accounts, including Facebook. Schedule posts and respond to questions sent via social media.

    Operations

    • Check The Family Center mail and redirect any tenant mail to the proper location. Maintain inter-office mail in the workroom.
    • Review and code invoices (payables) appropriately before submitting them to the Finance Team for payment.
    • Generate and distribute monthly tenant invoices. This includes tracking utility expenses and tenant allocations and maintaining lease terms to ensure that tenants are being charged accurately.
    • Work with third-party vendors and contractors to ensure smooth operation of building services and projects to not interfere with the operations of the agencies inside The Family Center.
    • Manage expenses in collaboration with the Director to be in line with the budget or project limits as well as making sure we have competitive deals with service providers. Procure competitive bids for projects and other services for board approval as appropriate.
    • Manage and file documents, invoices, payables, and system reports.
    • Maintain documentation of the building and its systems in the “Continuity Book” and maintain data room port mapping.
    • Maintain and order office supplies including copier and fax machine supplies.
    • Maintain and order custodial supplies to support custodial staff.
    • Responsible for the scheduling of conference rooms at The Family Center.
    • Check in and out any Family Center equipment, laptops etc.
    • Run and distribute regular reports for The Family Center and The Community Foundation (TCF) as directed.
    • Provide administrative support at the TCF downtown location as needed.

    Maintenance

    • Manage maintenance request ticket system and assist as needed with minor maintenance work.
    • Keep accessible all required certifications (safety, fire, backflow, workers comp, security, etc.).
    • Perform safety checks such as the monthly emergency lighting and annual fire drill.
    • Inspect restrooms, conference rooms and other common areas for cleanliness, and maintain appearance of said common areas.
    • Know the emergency shut off locations as well as procedures (ladder use is required)

    Safety, Security, and Cleanliness

    • Monitor all common areas, building perimeter and parking areas when security personnel are not on-site or currently occupied. Monitor phone system for emergency alerts such as 911 calls or other issues.
    • Assist and monitor first responders as appropriate.
    • Help ensure a safe environment by working with our security team to ensure our tenants, clients and visitors have a safe experience. This includes monitoring security cameras and opening dialogue to help de-escalate situations.
    • Ensure that the grounds are physically safe. Spread salt in high-traffic areas and communicate our needs to the contractor responsible for plowing the lots and sidewalks.
    • Operate the security, emergency and camera systems as needed. View security logs and know how to issue key fobs.
    • Keep accurate records of the key fobs that allow access to the building.
    • Share on-call responsibility with the Building Manager. Certain projects may occasionally require after-hours attendance and will be planned when possible.
    • Coordinate the third-party custodial services and ensure cleaning schedules are adhered to, such as window cleaning, carpet cleaning, air vent cleaning, monthly and seasonal rug cleaning, and air fresheners.
    • No licensure or certifications required.

    Education and Experience

    • High school diploma, and experience or education in office administration.
    • Minimum 3 yrs. in administrative and/or customer service role(s).
    • Experience working with not-for-profit boards is preferred.

      • other knowledge, skills and/or abilities.

      Supervisory

      This position has no supervisory responsibility.

      Other Knowledge, Skills and Abilities

      • Must be flexible and have a positive attitude while being an excellent multitasker.
      • Have great phone skills and be people friendly and service-oriented to visitors, clients and tenant agencies within The Family Center.
      • This position requires the ability to communicate with exceptional verbal and written skills with some computer knowledge in Microsoft Office applications specifically Word, Excel, Outlook, Publisher and remote desktop.
      • Experience in the following: building security/fire and emergency procedures, general maintenance, phones and communication systems, computers and supporting equipment, housekeeping, HVAC, electrical, plumbing, refrigeration, safety equipment and structural or cosmetic building repairs.
      • The ability to use small hand tools, power tools, and climb a ladder safely are desired skills.
      • General knowledge of bookkeeping and invoicing.
      • The Administrative Coordinator will also possess the capability to work with little to no supervision at times and be self-motivated and able to make decisions based on the best interest and needs of clients, tenant agencies and Hancock Properties Board.

      Physical Demands

      The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations must be made to enable individuals with disabilities to perform the essential functions.

      While performing the duties of this position, physical exertion will be required by the employee. Lifting and moving up to 15-pound boxes frequently and occasionally maneuver up to 50-pound boxes/equipment. The position requires manual dexterity and repetitive motion, with reasonable accommodation, and clear speech due to extensive oral communication with the public, co-workers, and supervisors.

      Work Environment

      The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

      While performing the duties of this job, the majority of the work is performed indoors in a controlled temperature environment, protected from external weather conditions.

      Interested?

      Email your resume or any questions to apply@community-foundation.com by Wednesday, May 14, 2025.

      All are welcome and encouraged to apply. The Foundation is an Equal Opportunity Employer. It is the policy of the Foundation to recruit, hire, train, and promote persons for all job classifications and administer personnel actions without regard to race, creed, color, sex, national origin, religion, age, sexual orientation, military or veteran status, genetic information, or physical or mental disability.

      Family Center Administrative Coordinator 2025