Administrative Assistant/Office Coordinator

*Administrative Assistant / Office Coordinator* *Position Description:* The Office Coordinator is a crucial member of the team, responsible for providing essential office support and coordination.
The role involves greeting guests, managing phone communication, and supporting key executives, including the Director of Operations and the President & CEO.
*Reports to:* Director of Operations *Essential Functions:* 1.
Handle office equipment, including the copy machine, for scanning, faxing, and copying as needed.
2.
Answer and manage the multiline phone system with professionalism and courtesy.
3.
Greet visitors, provide assistance, and maintain a hospitable atmosphere in the office.
4.
Respond to email inquiries promptly during regular business days.
5.
Ensure cleanliness and organization of common areas in the office including cleaning breakroom and refrigerator.
6.
Assist Guest with making reservations over the phone and/or in Airbnb and accurately reserving accommodations in CampBrain.
7.
Place orders for office supplies with approval for larger orders from DO or CEO.
8.
Maintain and troubleshoot office equipment, ensuring regular updates and service requirements.
9.
Maintain an organized office filing system, ensuring the security of confidential information.
10.
Stay current with office/computer technologies through approved classes and workshops as directed by supervisor.
11.
Actively participate in Hinton's Safety Team and promote a safe work environment.
12.
Safely operate a vehicle when necessary.
13.
Collect mail from the post office and campus mailbox daily and coordinate with executives in case of absence.
*Secondary Functions:* 1.
Assist program staff as needed.
2.
Support staff with filing, organization, and other tasks as directed by the supervisor.
3.
Be available for special events outside regular working hours.
4.
Assist with special projects as directed by the President/CEO and CFO.
5.
Utilize QuickBooks Accounting System to maintain accurate bookkeeping records for accounts payable and payroll.
6.
Assist CFO in accounts payable, coordinating check signing with executives or designated representatives.
7.
Provide updated accounts payable lists to CEO and CFO for approval and check processing.
8.
Prepare checks and ensure timely payment of bills, considering cash flow constraints.
9.
Manage the donor database, send thank-you emails or letters, and notify executives of significant donations.
10.
Prepare documentation for Board Meetings, including printing and portal access.
11.
Take minutes at all Board Meetings, create binders with meeting *Qualifications:* · *Education and Experience:* · Bachelor's degree or equivalent work experience.
· *Skills:* · Independent self-starter.
· Detail-oriented.
· Strong written and oral communication skills.
· Excellent customer service skills.
· Strong organizational skills.
· *Technical Proficiency:* · Proficient in Word, Excel, and Outlook.
Job Type: Full-time Pay: From $15.
00 per hour Expected hours: 40 per week Benefits: * 401(k) * Dental insurance * Employee discount * Health insurance * Paid time off * Vision insurance Schedule: * Monday to Friday Work Location: In person