Office Coordinator

The WOW Center Miami•Miami, FL

3d•Onsite

About The Position

The Office Coordinator plays a vital role in supporting the daily administrative operations of The WOW Center. This position serves as the first point of contact for families, visitors, and community partners, ensuring a welcoming, organized, and professional environment that reflects the mission and values of the organization. The Office Coordinator works closely with leadership and staff to support communication, scheduling, events, and office operations while fostering positive relationships with families and guests.

Requirements

High School Diploma or higher
Proven experience in administrative or front desk roles (non-profit experience preferred)
Excellent communication, multitasking, and organizational skills
Strong relational skills when interacting with families, guests, and staff
Professional appearance and demeanor
Consistently reliable, dependable, and punctual

Nice To Haves

Proven experience or knowledge of work management and project management software
Intermediate to proficient experience using Canva
Experience working with individuals with special needs

Responsibilities

Serve as the primary point of contact for visitors, creating a warm, welcoming, and professional environment
Coordinate scheduling and provide documentation support in collaboration with the Associate Director
Assist the Senior Director with family communications, event updates and reminders, and maintenance of client records
Support staff meetings by assisting with logistics and ensuring conference rooms are prepared and maintained
Assist with general administrative duties, including preparing outgoing mail and supporting daily office operations
Provide support for internal and external events as needed
Help fulfill merchandise orders
Greet individuals, families, and visitors with professionalism, warmth, and respect
Answer questions about The WOW Center and direct visitors to appropriate staff members or meeting areas
Proactively offer assistance to families and visitors to ensure a positive experience
Answer incoming phone calls promptly using a professional WOW Center greeting
Take accurate, detailed messages and communicate them in a timely manner
Maintain an organized, clean, and welcoming reception area, ensuring signage, displays, and electronics are functioning properly
Ensure conference rooms are set up and ready for meetings and presentations
Manage and support intake and pre-onboarding processes for new employees and individuals to ensure a smooth, welcoming, and efficient experience
Coordinate pre-onboarding tasks for new hires, including local and state background screenings, drug testing, and TB appointments
Collect, track, and maintain required documentation to ensure accuracy, compliance, and timely onboarding
Support the Director of Education and the Social Services Department with intake and onboarding activities for individuals
Communicate with prospective individuals and families regarding next steps, timelines, and required documentation
Assist families through the application and screening process with professionalism, empathy, and clear communication
Maintain organized records and support seamless transitions for both staff and individuals
Contribute to a collaborative, solutions-oriented team that values professionalism, problem-solving, and excellence
Uphold The WOW Center’s mission, values, and commitment to dignity, respect, and inclusion
Support a positive, respectful, and mission-driven workplace environment