Office Coordinator

OFFICE COORDINATOR
THE SANIBEL COMMUNITY ASSOCIATION
 
POSITION DESCRIPTION SUMMARY:
 
POSITION RESPONSIBILITIES:

  • Assist in maintaining SCA Donor Perfect Database of members, volunteers, and donors, etc.
  • Working closely with Facility Users, providing tours, checking availability, information, assuring estimates are sent out, finalizing detailed site plan  
  • Attends committee meetings if directed and prepare and manage minutes of each meeting.
  • Works on special projects as assigned by Executive Director
  • Assists in the management of the SCA internal calendar, and handles the majority of google reservation documents
  • Maintains contact information for Board of Directors, and all committees
  • Prepares notices, and other items for the Executive Committee and the Board of Directors
  • Monitor all linen inventory and place orders according to need.  Keep linen secure.
  • Handle Flyers for programs inclusive of keeping lobby supplied with them
  • Provide stellar customer service to visitors, as well as inquiries on the phone. Under promise, Over deliver!
  • Answer telephone, screen and direct calls, take reservations for classes/events, etc.
  • Handles reservations for programs, events and activities
  • Handles inventory of culinary and other items as well as meals to go and garden items
  • Supply information regarding the organization to the general public, members, and facility users
  • Keep all public areas and offices tidy, well organized and clean
  • Handle questions and concerns professionally and courteously
  • Checks and responds to voice mail messages
  • Process ticket purchases and sales handling cash and cc process
  • Handle office volunteers-keeping them supplied with project
  • Ability to work without direct supervision and remain at assigned post for extended periods of time
  • Maintain a positive attitude and contribute toward a quality work environment for staff and public.
  • Communicate to Executive Director any and all occurrences that require attention.
  • Assist in all areas of operation as requested by management. May require schedule changes.
  • Contribute to the coordination of events, programs, classes inclusive of tickets, reservations, lists and other areas as needed
  • Other duties as assigned
  • Must understand the process for facility usage and fees
  • Handles tours of the facility with knowledge of the historical aspects interspersed.
  • Ensures rental documents, insurance certificates and invoices are sent out and maintained in the Facility Users file
  • Works with SCA Team to ensure event is set up properly according to contract, layouts, etc.
  • On occasion may be relied on to set up or change a set up for facility users
 
 
QUALIFICATIONS:
 
  • High school diploma required, college degree preferred or related experience
  • Strong knowledge of customer service principles and practices and public relations
  • Donor Perfect, Canva knowledge preferred
  • Knowledge of computers and relevant software applications such as excel, and word
  • Knowledge of customer service
  • Keyboard skills
 
IDEAL CANDIDATE SKILLS:
  • Verbal and written communication skills
  • Team player
  • Professional personal presentation
  • Customer service orientation
  • Information management
  • Organizing and planning
  • Attention to detail
  • Initiative
  • Reliability
  • Stress tolerance
  • Multi- tasking
  • Honesty
  • Social Media
PHYSICAL REQUIREMENTS:
 
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FLMA and other federal, state and local standards, including meeting qualitative and/or productivity standards.
  • Ability to maintain regular, punctual attendance consistent with the ADA, FLMA and other federal, state and local standards.
  • Ability to express and exchange ideas by talking, listening, writing and speaking professionally
  • Have visual acuity to determine accuracy, neatness and thoroughness of the work assigned.
 
This job description is not intended to be all-inclusive.  SCA reserves the right to amend or change responsibilities to meet the organizational needs at any time.   Employees are subject to a background check.