Administration Manager

Position: Administration Manager – 40 hours a week

Summary: Serves as administrative support to operations. Reports to the Chief Operating Officer.

Salary: $45,000 - $50,000 commensurate with experience.

Specific Responsibilities:

General Administrative Duties:

• Prepare necessary correspondence (emails, letters) on a timely basis.
• Research prospects to support cultivation and solicitation efforts.
• Maintain files for organizational records both hard copy and electronically.
• Assist with any event logistics and paperwork as needed.

Accounting Management:

• Generate financial reports.
• Process credit card payments/donations and reconcile deposits with ticketing and credit card merchants.
• Prepare reports for accounting firm in support of 990, 1099 and 1098 C forms as needed.

Vessel Donation Program Support:

• Draft the contracts and associated paperwork for yacht donation and leasing deals with the guidance of legal counsel.
• File registration and vessel permits as required.
• Maintain hard copy binders for vessel donations.
• Interface with vessel donation team to ensure paperwork is in order for all transactions.

Database Maintenance:

• Manage the database of member constituents, updating and correcting records as needed to ensure the integrity of the database and its usefulness for promotional and development purposes.
• Provide reports used to analyze data.
• Produce accurate mailing lists for communications with the membership and processes membership invoices.

Minimum Job/Education Requirements: High school diploma or equivalent. Two to five years of administrative experience

Required Knowledge, Skills, and Abilities:

• Proficiency in office machines and office software including MSOffice (Word, Excel, PowerPoint), database and internet navigation software
• Excellent English grammatical and spelling skills
• Excellent organizational and clerical skills with meticulous attention to detail
• Ability to interact with staff, volunteers, and visitors in a friendly and positive manner at all times
• Ability to self-motivate
• Ability to exercise utmost confidentiality
• Ability to maintain stability under pressure

Preferred Skills:

• Adobe Suite (Photoshop, InDesign, Illustrator, etc.)
• Bilingual English/Spanish
• Media relations experience
• Social Media
• Marine conservation/science knowledge base
• Familiarity with vessel usage and the boating community

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Coral Gables, FL 33134 (Required)

Ability to Relocate:

• Coral Gables, FL 33134: Relocate before starting work (Required)

Work Location: In person

Salary : $45,000 - $50,000