Administrative Coordinator

Job Overview
We are seeking a dynamic and highly organized Administrative Coordinator to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and exceptional support to staff and clients alike. Your energetic approach and keen attention to detail will help foster an efficient, welcoming environment. The ideal candidate is proactive, tech-savvy, and excels in multitasking, with a passion for delivering outstanding customer service. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a vibrant team dedicated to excellence.

Duties

• Maintain the office in an orderly and efficient manner in terms of documents, records, and positive customer service and to maintain confidentiality of all communications.
• Communicate and relay day-to-day information (phones, conversations, buzzers) to the Director, faculty, and staff when working in the front office.
• Maintain current ongoing records and database on all students and staff in the school and have the same available for the School’s review upon request. Maintain the confidentiality of all such records.
• Act as payment liaison utilizing ProCare for billing.
• Communicate facility and school issues with the Business Office.
• Prepare and maintain parent contracts.
• Relay payroll, transit check, and medical benefit information to the Business Office/ADP.
• Proofread/edit school accreditation and yearly reports, school-wide newsletters, conferences and reports.
• Order and coordinate the distribution of all supplies (paper, office, school).
• Assist the teachers when needed.
• Maintain CPR, First Aid, and Medical Administration Training updates for all staff.
• Provide medicine forms to parents and administer medications when necessary.
• Keep track of the medical log in the office.
• Plan, implement, and record monthly fire drills.
• Follow all School policies and procedures as stated in the Employee Handbook and the School’s Rules and Regulations, as presently existing or as may hereafter be amended.
• Follow all standards in accordance with Florida Department of Children and Families.
• Any additional duties as determined by the Head of School.

Experience

• Proven office experience or administrative support background demonstrating strong organizational skills and multitasking ability
• Familiarity with office management software such as Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools
• Familiarity with ProCare, LineLeader, and ADP
• Experience handling multi-line phone systems, phone etiquette, and providing excellent customer service in fast-paced environments
• Bilingual abilities are highly valued to effectively communicate with diverse clients and team members
• Prior clerical experience including data entry, filing, proofreading, calendar management, and record keeping is preferred
• Demonstrated ability to manage time efficiently while maintaining attention to detail in busy settings

Join us as an Administrative Coordinator where your organizational prowess will shine! Bring your enthusiasm for office management combined with your technical skills to create a positive impact every day. We’re excited to support your growth in a role that values dedication, professionalism, and proactive problem-solving.

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Paid time off
• Vision insurance

Work Location: In person