Office Coordinator

Job Description

POSITION & TEAM SUMMARY

The Office Coordinator serves as the primary point of coordination for day-to-day office operations, ensuring a welcoming, organized, and efficient environment for staff, families, visitors, and external partners. This role manages office logistics, facilities coordination, administrative processes, and internal communications while supporting organizational culture and employee engagement initiatives. The ideal candidate is highly organized, customer-service oriented, detail-focused, and able to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES

Office Operations & Facilities Management

• Serve as the primary coordinator for central office operations and administrative functions.

• Manage conference room scheduling and ensure meeting spaces are prepared for use.

• Coordinate virtual and in-person meeting logistics, including room setup, technology needs, catering, and materials preparation.

• Maintain office organization and functionality by coordinating with facilities staff, and service providers as needed.

• Manage office supply inventory and purchasing to ensure staff have necessary resources.

• Oversee copier and office equipment management, including troubleshooting issues and coordinating maintenance and repairs.

• Support office safety, security, and operational procedures.

Visitor & Reception Management

• Serve as the first point of contact for visitors, guests, vendors, and community partners.

• Manage visitor check-in procedures and ensure compliance with the building’s safety protocols.

• Create a welcoming and professional experience for all visitors and stakeholders.

• Coordinate visitor logistics and support meeting hosts as needed.

Administrative & Financial Support

• Process and reconcile organizational credit card transactions in accordance with established policies and procedures.

• Maintain accurate records and documentation related to office purchases and expenditures.

• Support procurement and purchasing processes as assigned.

• Assist with scheduling, documentation, and administrative projects across departments.

Internal Communications & Culture

• Develop and distribute weekly office updates and internal communications.

• Create and maintain monthly office communication slide deck presentations.

• Assist the Executive Assistant in coordinating employee engagement activities, celebrations, and culture-building initiatives through the Joy Committee.

• Support planning and execution of staff events, meetings, and special projects.

Additional Responsibilities

• Support cross-functional projects and initiatives led by the Senior Director of Strategy & Compliance.

• Assist with compliance-related administrative tasks and documentation as assigned.

• Perform other duties as assigned to support organizational goals and operations.

Qualifications

REQUIREMENTS

Education

• Associate degree required or equivalent relevant work experience.

Experience

• Two or more years of administrative, office management, customer service, or operations experience preferred.

• Experience working in a school, nonprofit, or mission-driven organization preferred.

Knowledge, Skills, & Abilities

• Exceptional organizational and time-management skills.

• Strong attention to detail and follow-through.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite and Google Workspace.

Physical Requirements

• Ability to move throughout the office and meeting spaces.

• Ability to lift and move office supplies and materials up to 25 pounds on occasion.

• Ability to sit, stand, and work at a computer for extended periods.

Work Environment

• This position operates primarily in a professional office environment and requires regular interaction with staff, visitors, and external partners. Occasional special event support may be

• Ability to manage multiple priorities and meet deadlines with minimal supervision.

• Strong customer service orientation and interpersonal skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Demonstrated ability to build positive relationships with diverse stakeholders.

In accordance with Florida House Bill 531, this position requires a background screening through the Care Provider Background Screening Clearinghouse. For more information regarding the screening process, education, and awareness, please visit the official website at: https://info.flclearinghouse.com

HIGHLY PREFERRED QUALIFICATIONS

• Prior experience and/or exposure to aspects of academics/education related to students, staff, etc. 

• Prior experience as an administrative assistant in a non-profit organization

• Bachelor’s Degree 

Additional Information

This is a full-time, year-round position based at the KIPP Jacksonville Regional Office. Typical hours are 8:00 a.m.–5:00 p.m., Following the initial onboarding period, this role is eligible for a hybrid work schedule of up to 1–2 remote workdays per week. Hybrid scheduling is dependent on the Executive's calendar, departmental needs, and manager approval.

Pay and Compensation

• Base pay starts at $42,000 

• Individual health benefits (including medical, dental and vision)

• 403(b) retirement program with a company match

• All staff members receive individualized support and professional development

APPLY
Please complete an application and upload a resume via our job board. No applicants will be considered who submit resumes through other job postings.  Link here: https://careers.smartrecruiters.com/KIPP/jacksonville 

NOTE: If you're a current KIPP Jacksonville team member and are interested in applying, you should 1) let your current manager know that you're interested and 2) complete the application in its entirety online. 

QUESTIONS

If you have questions about this position at KIPP Jacksonville Public Schools, please email LaShawnda at [email protected]

Please understand that resumes and/or cover letters are not accepted via email and you will be redirected to apply via the website.

KIPP Jacksonville Public Schools is committed to a policy of equal treatment for all individuals applying for employment at our schools. KIPP Jacksonville Public Schools does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation or national or ethnic origin.