Town Hall Admin & Operations Coordinator

Town-of-Southern-Pines-; Southern Pines (NC); On-site; USD 42,000 - 60,000; Full time

Job summary

The Town of Southern Pines is seeking an Administrative Coordinator - Business Services to support the Administration Department. This role includes receptionist duties, PO processing, surplus asset management, and coordinating departmental transactions.

Ideal candidates will have strong computer skills, attention to detail, and the ability to work independently while aligning with leadership direction. This is a full-time position in a public-facing setting.

Qualifications

• High School Diploma or GED required / College Degree strongly preferred.
• A minimum of three years in a position with similar skills and responsibilities.
• Knowledge of general office procedures and administrative practices.
• Intermediate or better knowledge of Microsoft Office products, Adobe, Canva, and similar as well as the ability to learn new software programs and computer applications quickly.
• Skill in clear, professional, and respectful communication across written, face-to-face, and telephone interactions.
• Skill in maintaining composure, sound judgment, and effectiveness in fast-paced or sensitive environments.
• Skill in exercising professional self-awareness and fostering productive, collaborative working relationships.
• Skill in performing duties with accuracy and attention to detail.
• Ability to manage multiple tasks and shifting priorities effectively in a high-visibility environment with frequent interruptions.
• Ability to adapt productively to changing priorities, leadership direction, and operational needs.
• Ability to prepare and complete assignments reliably, demonstrating ownership, initiative, and accountability within assigned responsibilities.
• Ability to interpret and apply policies and procedures accurately, exercising independent judgment within established guidelines.
• Ability to receive constructive feedback and adjust performance in a forward-focused manner.
• Ability to maintain strict confidentiality of sensitive or internal information.
• Ability to demonstrate consistent professionalism, discretion, and sound judgment in a public-facing and employee-facing role.
• Ability to work both independently and collaboratively as part of a team.

Responsibilities

• Serve as the primary receptionist for Town Hall, assisting employees, citizens, visitors, vendors and Town officials in person and by telephone.
• Provide a welcoming, respectful, efficient, and service-oriented environment for both external and internal customers.
• Serve as a secondary cashier for payments collected at Town Hall, ensuring accurate receipts and posting payment transactions.
• Balance cash drawer and prepare front counter for daily operations, to include balancing and accounting for cash received.
• Maintain organization and readiness of the Town Hall reception area, lobby, public-facing spaces, and shared common areas.
• Assist with mail distribution and incoming/outgoing deliveries.
• Review all requests for POs and Change Orders (CO) to ensure accuracy, compliance, completeness, and efficient processing; provide vendor registration support.
• Coordinate and process the Administration and Legislation departments’ POs, COs, accounts payable, and similar; track department spending.

Skills

Customer service

Communication skills

Attention to detail

Multitasking

Discretion/Confidentiality

Teamwork

Independent work

Education

High School Diploma or GED

College Degree preferred

Tools

Microsoft Office

Adobe

Canva

Job description

The Town of Southern Pines is seeking an Administrative Coordinator - Business Services to support the Administration Department. This role includes receptionist duties, PO processing, surplus asset management, and coordinating departmental transactions.

Ideal candidates will have strong computer skills, attention to detail, and the ability to work independently while aligning with leadership direction. This is a full-time position in a public-facing setting.