The Children's Trust · 6 hours ago
Communications Administrative Coordinator
Miami, FL
Full-time
Onsite
Entry, Mid Level
$54K/yr - $54K/yr
2+ years expThe Children's Trust is committed to supporting the welfare of children and families in Miami-Dade County. They are seeking a Communications Administrative Coordinator to provide essential administrative and operational support to the Communications team, ensuring effective budget management, procurement, and event logistics. The role requires strong organizational skills and the ability to manage multiple priorities to support departmental objectives.
CharityChildrenEducationNon Profit
Responsibilities
Provides administrative and operational support for the department, including reconciling vendor invoices, processing reimbursements, and maintaining accurate budget records
Collaborates with Director of Communications, the Associate Director of Communications and other team members to determine project requirements, selects vendors, analyzes quotes and work quality and makes vendor selection recommendations for all collateral and merchandise materials
Assists in procurement processes by researching vendors, obtaining bids, reviewing quotes, and preparing recommendations for purchasing decisions
Handles department purchase orders and provides input into procurement and solicitation documents and processes, and reviews solicitation or procurement responses
Manages print material and other materials including external storage unit of collateral materials; keeps track of all inventories and makes recommendations on re-orders
Leads the coordination of materials needed for special events and outreach events
Collaborates with the development of department projects through active participation in team meetings, information sharing and cross-training
Handles and prepares the compilation of vendor agreements and purchase orders, correspondence, reports and mass mailings
Maintains document management systems for bids, price quotes and estimates
Maintains accurate record of department’s budget and expenditures and provides regular updates to the Director of Communications
Coordinates and manages logistics for signature events, leveraging strong organizational skills to ensure seamless execution and successful outcomes
Organizes logistics and material preparation for signature events and community engagement activities, including vendor coordination and inventory management of promotional materials
Provides technical assistance to vendors for improved services, administrative guidance for contractual performance and compliance to ensure ongoing quality standards
Handles and reviews provider and vendor reimbursement requests for compliance with approved purchase orders and vendor budgets
Maintains organized documentation of contracts, bids, price quotes, and vendor agreements, ensuring compliance with retention policies
Handles customer service inquiries, resolves vendor-related issues, and addresses complaints related to contracted services
Supports Community Engagement team projects, as needed
Prepares meeting and event agendas, schedules meetings, collects information, compiles activity. Position may require occasionally working weekends and during non-traditional hours
Performs other related duties as assigned
Qualification
Required
A four-year degree from an accredited college or university with major course work in communications, public or business administration or other field closely related to area of assignment
Two (2) to three (3) years of practical work experience in business administration, project management, or marketing
Valid State of Florida driver's license and reliable transportation
Knowledge of departmental policies, procurement, and procedures
Knowledge of Microsoft Office Suite programs including Word, Excel, PowerPoint, and other job-related computer programs and software applications
Knowledge of, and ability to learn, common financial management software such as NetSuite, QuickBooks, Microsoft Dynamics
Skill in effective communication, both orally and in writing
Skill in prioritizing and organizing work
Ability to work independently and as a member of a team as needed
Ability to follow multi-step directions
Ability to multi-task
Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the public
Benefits
401(k)
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Life insurance
Paid parental leave
Paid time off
Professional development assistance
Retirement plan
Tuition reimbursement
Vision insurance
Company
The Children's Trust
The Children's Trust is a nonprofit firm that is dedicated to helping brain-injured children by delivering education & community services.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase