• Office Coordinator

    Job Locations
    US-FL-Naples
    Type
    Regular, Full-Time
    Job Category
    Office/Support Services
    ID
    2019-4222
    City
    Naples
    State/Province
    FL
  • Overview

    Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  What defines Audubon’s unique value is a powerful grassroots network of nearly 500 local chapters, 23 state offices, 41 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country.  Audubon is a federal contractor and an Equal Opportunity Employer (EOE).

     


     

    Position Summary

    The Office Coordinator works with the Sanctuary Director and Finance Director to manage the $2 million annual budget of Audubon’s Corkscrew Swamp Sanctuary. This is an excellent position for a hard worker with an eye for detail and an interest in helping our growing organization manage our finances more efficiently and effectively. This position has responsibilities in accounts receivable and payable, ensuring data is entered in a timely matter, contracting, equipment inventory and lease management, as well as office operations. The duties and responsibilities of this position require not only a knack for numbers, but also attention to detail and well-developed organizational and communication skills.

    Essential Functions

    • Serve as the financial point of contact for Corkscrew Swamp Sanctuary, working with staff to track expenditures and budgets;
    • Maintain financial information security protocols and donor confidentiality.
    • Open mail and manage the deposit log for gifts received;
    • Report revenue received from budgeted major gifts to development staff within 24 hours of receipt;
    • Open mail to compile and sort invoices;
    • Input invoices in the system;
    • Work with new vendors on obtaining w9 forms and on past due invoices;
    • Work with program staff and vendors to negotiate appropriate scopes and fees for services;
    • Prepare and/or review contracts for completeness. Once contract is signed, send complete package including information statement to Finance Director;
    • Manage contracts and work with Finance Director for office services to include copiers, phones/internet, utilities, etc.
    • Update/maintain list of all assets, vehicles, boats, engines, machinery;
    • Oversee annual inventory process for equipment and insurance coverage;
    • Manage lease schedules for staff computers, order new laptops and ensure return of expired equipment.
    • Handle all general phone inquiries and/or direct calls to appropriate personnel;
    • Process requests for information; route inquiries to appropriate program staff;
    • Oversee the master operations calendar for public and education programs; coordinate all reservations of the classroom, cabins and sanctuary vehicles;
    • Assist the Sanctuary Director with planning and executing special events for volunteers, interns and staff;
    • Assist with general office duties and other duties as assigned.

    Qualifications and Experience

    • Bachelor’s Degree and 1-2 years of administrative support experience required. An equivalent combination of education and experience will also be considered;
    • Demonstrated proficiency in spoken and written English;
    • Demonstrated strong skills in accounting and other software including Excel required;
    • Experience reviewing contracts for completeness and negotiating terms with vendors;
    • Self-driven with the ability to work well in a team setting, as well as unsupervised;
    • Strong organizational and interpersonal skills, with the ability to work with a diverse group of individuals;
    • Must maintain a high level of accuracy and be detail oriented;
    • Excellent customer service and communication skills;
    • Accurate data entry skills and proven ability to enter data at required speeds;
    • Demonstrated interest in conservation and commitment to the mission of the National Audubon Society;
    • Willingness to work occasional weekends or evenings as necessary.

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