Office Coordinator

The employee in this role is responsible for managing the day-to-day operations of a high-paced, demanding, ever-changing front office. Areas of oversight include scheduling appointments, managing office supplies, handling incoming correspondence, maintaining office equipment, coordinating events, and providing administrative support to ensure smooth office functionality. This role works collaboratively with the Directors of each department to manage the logistics and execution of administrative functions, coordinate and oversee special events, and perform other duties as determined by the department head. The potential candidate must be in full agreement and committed to the mission and vision of the Ocean Grove Camp Meeting Association and willingly abide by the OCGMA code of conduct. Employment at OGCMA requires a successful background check, fingerprinting, completion of the abuse training program, and completion of all application forms.

Key Characteristics

• Strong organizational skills: Ability to prioritize tasks, manage multiple projects simultaneously, and maintain a structured workflow.
• Excellent communication skills: Clear and effective written and verbal communication to interact with colleagues, clients, and vendors.
• Proficient in technology: Intermediate knowledge of Google Workspace, Microsoft Office Suite, email systems, and scheduling tools.
• Attention to detail: Ability to accurately handle administrative tasks with a focus on precision.
• Customer service skills: Professional demeanor when interacting with internal and external stakeholders.
• Adaptability: Flexibility to handle changing priorities and unexpected tasks.

Essential Duties & Responsibilities

• Scheduling and calendar management: Booking meeting space, meetings, conference rooms, and managing calendars for staff.
• Office supply management: Ordering, maintaining inventory of office and staff break room supplies, and ensuring adequate stock levels.
• Communication management: Answering phone calls, directing inquiries, managing email correspondence, and internal communication.
• Front desk operations: Greeting visitors, vendors, staff and volunteers; managing the reception area, and providing basic information.
• Document management: Filing, organizing, and maintaining electronic and physical documents.
• Event coordination: Planning and coordinating office events, Giant Craft Show event, meetings, and conferences.
• Administrative support: Preparing reports, creating presentations, handling basic data entry, and assisting with various administrative tasks.
• Facility management: Maintaining office equipment, coordinating maintenance requests, and ensuring office cleanliness.

Responsibilities by Department

Development

• Donor gift processing - this includes logging, entering, and coding all donations (mail, web, event, etc.) and generating thank you letters using timely, effective, appropriate and consistent methods.
• Creating and maintaining accurate mailing and emailing lists is crucial for effective communication with our donors. This task should be undertaken when needed.
• Assisting with the creation and dissemination of materials (drafting, copying, filing, mailing, emailing)
• Database management – input, track and update Tribute Gifts & Invoicing
• Tent and Cottage management

Program

• Assist with mailers, including the preparation and distribution of program guides and postcards.
• Track and update address changes of returned program mailings
• Change out signage/signs in the corner case
• Laminating documents
• Ticket sales
• Assistance with volunteer management

Finance

• Data entry of all incoming checks
• Processing and management of beach badges
• Email management