at Charlotte Community Foundation

Position: Office & Facilities Administrator Reports to: Chief Financial Officer

FLSA Status: Non-Exempt Part Time (30 hours per week)


Summary: An integral part of the Charlotte Community Foundation’s team responsible for maintaining business and facility resources and systems to support the foundation’s operations and staff.


Specific Responsibilities:

  • Execute and maintain documentation of procedures related to CCF operations, facility management

and emergency procedures in coordination with staff and tenants

  • Manage and maintain contracts, obligations, and coordinate scheduling with external vendors
    • Communicate with management for the purposes of defining scope of work to attain quotes for contractual work and communications to leadership regarding the current phase of on- going projects or up-coming scheduled work
    • Coordinate, schedule, and supervise: required inspections, approved routine maintenance,

General upkeep, repairs and restorations needed

  • Maintains capital expense budget of future needed repairs and improvements to the foundation facilities and related systems
  • Work within budget to procure office supplies, workstations, software, office equipment and furniture
  • Ensure staffing, including training and scheduling, is in place for reception desk coverage
  • Ensure accuracy of operational and facility expense invoices
  • Responsible for maintenance of Vendor and Staff information within database, maintaining operations-related file server structure and data backup protocols
  • Oversee usage of Training & Education Center
    • Generate and maintain communications and notifications with users of T&E Center
    • Ensure completion of submitted contracts are on file and up-to-date
    • Train CCF staff in T&E Center procedures and operation of equipment
    • Oversee T&E calendar usage; ensure supplies, equipment and staffing are in place to support T&E Center usage needs
  • Support internal human resource needs by participating in onboarding and providing ongoing technical support for CCF staff
  • Prepare and make deposits of donations, tenant payments, etc
  • Performs certain upkeep, and maintenance duties such as paint touch up, lightbulb replacement, weed control to ensure a safe and clean work environment
  • Contribute to the set up and breakdown of special events at the foundation or off-site events where the foundation is presenting, as needed
  • Complete additional tasks as assigned

Job Requirements:

  • At all times, keep Chief Financial Officer up-to-date on areas of responsibility
  • Highly organized, dedicated to quality and accuracy with advanced computer skills and able to manage multiple projects simultaneously
  • Proficient with Microsoft Office suite (Excel, Word, PowerPoint, )
  • Willingness to become proficient with Foundant database software
  • Advanced project management skills, ability to multitask, work in fast-paced environment under deadline pressure
  • Associates Degree preferred; or three to five years related experience and/or training; or equivalent combination of education and experience
  • Clean criminal history; subject to background check
  • Valid Florida driver’s license
  • Ability to lift 50 pounds occasionally
  • Ability to safely climb a ladder
  • Committed to highest ethical standards, honesty, integrity, and team player, professional in manner and appearance, courteous and a positive “can do” attitude