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