Office Administrator

We are seeking a dynamic and highly organized Office Administrator to join our team! This position is offered as a 6-month contract, with the opportunity to transition into a permanent role based on performance and organizational needs.

In this vital role, you will be required to be detail-oriented and proactive, providing support to ensure the smooth day-to-day operations of the office, governance processes, and community engagement activities. This role is ideal for someone highly organized, detail-oriented, and comfortable balancing a variety of administrative and coordination tasks in a fast-paced nonprofit environment.

Key responsibilities, administrative & office support

· Oversee and ensure the smooth operation of the office reception area, including serving as the first point of contact with the public.

· Reply to general inquiries, information requests, and voicemails, and direct incoming calls.

· Provide access to the building, handle and relay couriers/deliveries, electronic and physical filing, supply management, mail distribution, receive and process donations.

· Support other staff members with the general operation of administrative functions and special projects as needed. Proofread and format reports, presentations, and communications

· Help locate and/or research resources (online searching for specific things) as needed for FLCN

· Help to keep the family room, storage room, kitchen, and photocopier room tidy and organized - once/month for a few hours

· QuickBooks, track income and expenses, invoice and accept payments, manage bills and payments, track inventory, enter team’s hours, and approve time for running payroll, and bank deposits

Governance & Reporting

· Support board and committee activities, including scheduling meetings, preparing agendas and minutes, and maintaining accurate records

· Track reporting requirements, deadlines, and compliance documents.

· Proofread and format reports, presentations, and communications

Scheduling & Coordination

· Monitor calendars, coordinate meetings, and ensure scheduling efficiency for staff and committees

· Organize logistics for events, workshops and community meetings

· Coordinate office facilities, IT, and equipment needs

Community & Fundraising Support

· Assist with fundraising activities, including soliciting silent auction items and tracking donor information.

· Support communications efforts by proofreading and preparing content for newsletters, letters, and campaigns.

· Act as a connector with community partners, ensuring a professional and welcoming presence

Experience / Skills

• Proven experience in office management or administrative roles with strong organizational skills.
• Excellent communication skills—both verbal and written—with professional phone etiquette.
• Demonstrated ability to supervise team members effectively while fostering a collaborative environment.
• Proficiency in scheduling tools and calendar management software to coordinate multiple priorities efficiently.
• Familiarity with vendor management processes including negotiations and relationship building.
• Knowledge of human resources procedures such as onboarding, payroll processing (QuickBooks preferred), and employee recordkeeping.
• Ability to manage multi-line phone systems with professionalism and courtesy at all times.
• Competence in filing systems—both digital and physical—and maintaining organized records for quick access.
• Capable of multitasking, while maintaining high standards of accuracy and professionalism.

Join us as an Office Administrator if you’re energized by creating order out of chaos! Bring your proactive attitude, exceptional organizational skills, and enthusiasm for supporting a thriving workplace where your contributions truly make a difference!