Coordinator, Administrative Services

New College of Florida; Sarasota (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

A public higher education institute in Sarasota, FL is seeking a Coordinator for Administrative Services to manage accounts payable, budgeting, and office procedures. The ideal candidate has extensive experience in administrative support, strong Excel skills, and a resilient attitude to thrive in a fast-paced environment. This full-time position offers a vital role in ensuring the smooth operation of administrative functions.

Qualifications

• Minimum of five years of experience in an office or administrative support position.
• Demonstrates ability to take a project from start to finish.
• Must have a resilient attitude and ability to work in a fast-paced environment.

Responsibilities

• Maintain operating manual for office procedures.
• Process large volume of A/P invoices and utility billing.
• Organize and maintain electronic files.

Skills

Accounts payable

Budgetary responsibilities

Communication skills

Excel proficiency

Microsoft Office

Radio dispatch experience

Education

High school diploma or GED

Tools

Ellucian Banner

Adobe

Google Suite

Job description

Overview

The Coordinator, Administrative Services role at New College of Florida performs accounts payable and budgetary responsibilities, and operates as back-up to the Assistant Director and Mailroom Staff.

Responsibilities

• Maintains operating manual for office procedures
• Process large volume of A/P invoices and utility billing
• Organizes and maintains electronic files
• Answers a multi-line telephone, routes calls accordingly, and takes accurate messages
• Monitors radio dispatch and routes dispatches messages, information, etc.
• Works closely with maintenance staff and outside vendors
• Acts as a receptionist; greets, announces and routes visitors
• Distributes and monitors keys assigned to vendors; maintains new key file for distribution to NCF employees
• Prepares and enters Purchase Order Requisitions in Banner to produce accurate Purchase Orders
• Maintains budget within each Purchase Order to ensure availability of funds
• Ensures invoices match PO’s and are set for payment in a timely manner
• Prepares Professional Service Agreements for Vendors, and obtains Certificates of Insurance; maintains proper files of same
• Performs internal audit when invoices are presented against a Purchase Order for Physical Plant
• Provides an internal cross-check of accuracy against the proposal/invoice/purchase order
• Processes all department invoices, including campus utility bills
• Manages Attractive Asset List, and maintains Elevator License, Boiler License, Warranty, Vehicle Information and other files
• Calculates and compiles monthly utility consumption report; calculates and compiles quarterly energy consumption report and cost data; submits all data to appropriate authority
• Other duties as assigned

Qualifications

• High school diploma or GED and five (5) years of experience in an office or administrative support position. Additional education may be substituted for this experience
• Strong accounts payable and budgeting experience with a solid knowledge of creating detailed Excel spreadsheets and statistical reports
• Must demonstrate the ability to work well with others. Courtesy, cooperation, and consideration are required to be successful in this position
• Must be able to take a project/process from start to finish
• Experience with Microsoft Office
• Excellent communication skills (verbal and written)
• Experience using a radio dispatch
• Resilient attitude and ability to work in a fast-paced environment
• Construction and/or Accounting experience
• Ellucian Banner experience
• Adobe and Google Suite experience

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Higher Education

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