Job Title: Office Coordinator
Location: Silver Springs Community Association
Reports to: General Manager

 Position Summary: The Office Coordinator is the first point of contact for our community center. This role involves greeting visitors, answering questions about our programs and services, and managing room rentals. The Office Coordinator will also assist with website and social media updates, and will support the planning and execution of programs and special events. The position is part-time and provides a great opportunity to contribute to a community-focused organization.

Position Details:

• Type: Permanent Part-Time
• Hours: Approximately 25-32 hours per week (with additional time for community events and meetings). Starting at $25/hour.
• Typical Work Days: Monday to Friday 8:30am – 3:30pm, 3.5 days per week, flexibility on hours available for the right candidate. 
• Reduced Hours: During July and August and Christmas break

Key Responsibilities

Contracts:

• Answer rental inquiries and prepare contracts (one time rentals and long-term).
• Scheduling building walkthroughs for renters and conduct a facility orientation 
• Inspect rooms after rentals to ensure building, tables and chairs are left in good condition.
• Ensure contracts are sent, signed, and deposits collected on time.
• Update and maintain the rental daybook, ensuring entries are current and accurate, at least 6 months in advance.

Communications & Marketing:

• Compile the monthly paper and electronic newsletter: gather article submissions, design, proofread, and handle other editorial tasks.
• Create promotional materials such as posters and brochures for rentals, programs, and events.
• Update the association website and social media accounts with relevant, up-to-date information.

Administrative:

• Provide coverage for team members on vacation, sick leave, or otherwise unavailable.
• Greet customers and process phone and walk-in registrations for association programs (sports, dance, aerobics, swimming, and community events).
• Process community membership registrations and maintain the membership database.
• Assist with our seniors programs, planning, communication and registration
• Process donations, issue thank-you letters, and provide tax receipts.
• Support community-building efforts through events such as the Crafter’s Market, Hello Summer, Hello Winter Jelly Bean Dances, and LEGO Competition (includes marketing, registration, planning, setup, and takedown).
• Open, sort, and distribute incoming mail and process outgoing mail.
• Retrieve and handle phone messages, or forward as needed.
• Field calls for the Association Board and affiliates (e.g., Preschool, Botanical Gardens, Edible Gardens, and facility users).
• Assist General Manager, Program Coordinator, and Accountant with daily operations
• Ordering office materials
• Oversee office printer, coordinate maintenance and supplies 
• Handle additional duties, such as recycling and assisting with janitorial emergencies when needed.

Skills Required

• Strong customer service skills, with excellent written and verbal communication and interpersonal abilities.
• Highly organized with excellent time management and problem-solving skills.
• Ability to work independently and take initiative.
• Strong knowledge of computer programs (e.g., Outlook, Excel, Word, CRM software) and Google workspace. Familiarity with Canva, Constant Contact, and Amilia is an asset.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with Association programs is an asset.
• Flexibility to adapt to changing tasks and priorities.
• Physically able to move tables and chairs as required.
• Proactive in solving problems to ensure smooth operations