Administrative Coordinator (Permanent)

SUMMARY

The Administrative Coordinator (Permanent) serves as a first point of contact for the Ocean Reef Community Association (ORCA) office, providing administrative support to designated staff. This position maintains the homeowner master member database and provides secretarial support to assigned boards and committees, including donation tracking and event coordination

ESSENTIAL DUTIES (INCLUDING BUT NOT LIMITED TO) 

• Answers, screens, and directs incoming calls and provides accurate information to callers.


• Greets all visitors in a professional manner and provides assistance, as appropriate.


• Collects mail using a company vehicle or golf cart and distributes mail to office staff.


• Tracks and orders office supplies and maintains office equipment.


• Coordinates with Engineering on office maintenance needs.


• Assists with the annual Member Telephone Directory, including verifying member information and proofreading.


• Maintains the homeowner master member database, ensuring records are accurate, current, and kept confidential.


• Serves as backup for the Administrative and Membership Coordinator, supporting the Legal and Membership Committee, as directed.


• May be assigned additional duties as deemed necessary.

Board and Committee Duties:

• Friends of Dog Park, Inc. (Dog Park): Serves as Recording Secretary for the Dog Park, including scheduling meetings, preparing agendas, recording minutes, and providing general administrative support.


• Grayvik Animal Center/ORCAT: Serves as Secretary for the Catwalk Committee and assists with coordinating and setting up the annual Catwalk Fashion Show and Luncheon.


• Records, tracks, and reconciles donations for the Dog Park and Grayvik Animal Center/ORCAT in donor tracking software.


• May be assigned additional duties as deemed necessary.

QUALIFICATIONS

• Excellent customer service, interpersonal, and communication skills.


• Ability to read, write, and speak English effectively.


• Ability to build effective working relationships with employees, homeowners, guests, and visitors.


• Strong organizational and time management skills, with the ability to meet deadlines.


• Ability to respond to inquiries, research discrepancies, and resolve complaints.


• Strong attention to detail and ability to maintain confidentiality.


• Ability to accurately record, review, and reconcile donation and other financial information.


• Ability to learn and use databases and other software.


• Proficiency in Microsoft Office.


• Ability to sit for extended periods and move throughout the office and event spaces.


• Ability to lift and carry up to 20 pounds.

EDUCATION AND EXPERIENCE

Education

High school diploma or equivalent is required. An Associate’s Degree from an accredited college or university is preferred.

Experience

Three (3) to five (5) years of administrative experience is preferred.

Licenses, Certificates, or Other:

A valid Florida Driver License is required. A Certified Administrative Professional Certification or equivalent is preferred. In addition, a Community Association Manager (CAM) License is preferred.

Any combination of the above education and experience sufficient to perform the essential duties of the position will be considered, unless otherwise required above.

Deadline to apply is on November 20, 2026.