Reception & Administrative Support Specialist

Reception & Administrative Support Specialist

Location: Seamark Ranch – Green Cove Springs, FL
Department: Administration / Residential Programs
Reports To: Director of Operations 
Schedule/Status: Part-Time, Non-Exempt (Mon–Fri; occasional evenings/weekends for events)

Position Summary

The Reception & Administrative Support Specialist serves as the first point of contact for visitors, families, volunteers, and staff at Seamark Ranch. This role supports Ranch Administration through strong front-desk coverage, calendar and scheduling coordination, file management, and day-to-day administrative support to Ranch leadership. This position requires integrity and discretion when handling confidential information.

Key Responsibilities

Front Desk & Office Support

• Welcome and assist guests and volunteers; manage sign-in/out procedures and visitor badges


• Answer and route incoming calls; support daily office communication, mail, and deliveries


• Keep reception, lobby, and meeting areas clean, organized, and guest-ready; assist with basic hospitality for meetings and trainings


• Provide brief campus tours as requested in coordination with leadership

Administrative Support & Coordination

• Maintain the company-wide Outlook calendar and assist with scheduling meetings, trainings, volunteer activities, and campus events


• Support Residential leadership with relief and date-night scheduling and communication with relief volunteers (confirmations, instructions, changes)


• Provide administrative support to Ranch leadership, including data entry, preparing packets/materials, scanning, copying, and document organization


• Scan and archive inactive files using Adobe Acrobat and office equipment in alignment with retention practices


• Provide added administrative support during audit season (pulling/scanning documentation and supporting special projects)


• Assist Ranch Administration with additional administrative projects and other duties as assigned

In-Kind Donations Support 

• Receive and document in-kind donations as needed; ensure forms are complete and routed appropriately


• Assist with wish list updates and seasonal drives as assigned

Qualifications

• Commitment to Seamark Ranch’s Christian mission and comfort working in a faith-based environment


• High school diploma required (some college/training preferred)


• 1–2 years of reception/administrative experience preferred


• Strong organization, follow-through, and attention to detail


• Excellent communication skills and a professional, friendly demeanor


• Warm and dependable with a servant’s heart; able to juggle multiple tasks, walk-ins, and phone calls while maintaining a welcoming presence


• Comfortable with Excel (basic tracking), Outlook (email/shared calendars), and Adobe Acrobat (PDFs/forms)


• High integrity and discretion with confidential information


• Valid driver’s license; ability to lift 20–25 lbs occasionally


• Must successfully complete a Level 2 background screening (FDLE/FBI) as a condition of employment

Work Environment

On-site, office-based role with frequent interaction with staff, volunteers, and visitors; occasional interaction with resident children/families. Occasional evening/weekend hours may be needed for events.