Office Coordinator - Harbor House of Central Florida

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.