Administrative and Operations Coordinator

Purpose

The Administrative and Operations Coordinator serves as the welcoming face and professional voice of the Pine Crest school community. As the primary point of contact, this role is responsible for creating exceptional initial impressions for prospective families, professional development participants, and all visitors. By seamlessly managing front-office operations and providing administrative excellence, the Coordinator actively supports the school's mission through proactive hospitality and a commitment to representing Pine Crest with courtesy and professionalism.

Essential Job Functions

• Support the School’s mission and departmental philosophy; adhere to all policies and procedures as outlined in the Employee Handbook.
• Manage all incoming communications with high professional courtesy; screen and facilitate the seamless routing of inquiries and ensure accurate recorded messaging is maintained during school holidays.
• Process department invoices and credit card expense reports for the Director and designated leadership staff; maintain budget tracking for specialized accounts, such as iLab.
• Collaborate with cross-departmental leads to ensure security clearance for visitors, resolve student ambassador scheduling conflicts, and support campus security communications.
• Coordinate with departmental leads to track faculty inservice points, manage group travel logistics, and facilitate board report edits.
• Oversee Faculty Learning Lab bookings and manage department calendars, including updates to the Master and Professional Development Calendars.
• Provide on-site support for events, including furniture setup/breakdown, name badge preparation, assembly of swag and appreciation notes, and catering coordination via FLIK Catertrax.
• Utilize administrative software platforms (e.g., Brightly, RSVPify, Catertrax) to manage reservations, communications, and data; maintain department spreadsheets for email distribution and tracking.
• Cultivate a welcoming and professional environment within the Markham Center by managing shared facility logistics, including inventory management, beverage and snack services, and ongoing coordination with facilities staff.
• Prepare gift bags and correspondence for Pine Crest professional development and education initiatives.
• Coordinate resources and materials for Admission, professional development, recruitment, and other events in the Markham Center, ensuring strict adherence to brand standards and accuracy.
• Perform other duties and responsibilities as assigned by the Department Supervisor or their designee.

Job Qualifications 

Education

Bachelor’s degree required

Experience and Qualifications

Minimum 3 years’ experience working in an office environment as an administrative or executive assistant

Working Conditions

• Work performed primarily in an office setting
• May be subject to working in more than one office setting and maintaining a rotating schedule.
• Intermittent physical activity including walking, standing, kneeling, bending, reaching and lifting up to 25 lbs.
• May be subject to working hours during, before, and after the regular school day and occasional overtime
• Occasional travel may be required (e.g., between campuses)

This job description is intended to outline the responsibilities of the position and should not be construed as an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. This job description does not constitute a contract or a promise of future or ongoing employment. It may be modified or amended at any time as determined in the employer’s sole discretion.