Business Specialist

Description

TITLE: Business Specialist

CLASSIFICATION: Full-Time- Exempt

HOURS: Monday-Friday 8:30am-5:30pm

REPORTS TO: Business Director

Job Purpose

Family Promise of Brevard is a 501(c)(3) nonprofit dedicated to keeping families housed so children can thrive. Family-focused and community-powered, we work on two levels: directly with families through prevention, shelter, and stabilization services, and at the systems level by strengthening how communities respond to housing needs. Our zip code–based approach builds collaboration, addresses service gaps, removes barriers to education and training, and advocates for housing that is safe and affordable. Together, these efforts move us closer to our vision: a Brevard where every family has a home, a livelihood, and the chance to build a stronger future. 

Guided by our core values—Accountability, Excellence, Respect, Family-Focused, Forward-Thinking, and Innovation—we seek team members who share this commitment and are ready to make a meaningful impact in the lives of families and the health of our community. 

The Office Coordinator serves as the primary administrative and operational liaison for the Firehouse and is the first point of contact for visitors, community partners, and staff. This role functions as the central point of coordination, ensuring a welcoming, professional environment and supporting the systems and processes that allow the organization to operate smoothly and efficiently. The Office Coordinator is responsible for managing timely office communications and facilitating key operational tasks, including maintaining the master schedule for meetings and room assignments, coordinating office upkeep and maintenance, placing supply orders, directing calls and mail, and providing administrative support to staff as needed. 

Essential Job Functions

Front Office & Visitor Experience (40%)

• Serve as the first point of contact for visitors, families, community partners, and vendors, creating a welcoming and professional first impression of the Firehouse. 
• Greet, register, and direct visitors in a courteous and professional manner, ensuring they are connected with the appropriate staff or resources. 
• Manage incoming phone calls, emails, and mail; route inquiries appropriately and ensure timely follow-up as needed. 
• Maintain a clean, organized, and professional front office, lobby, and shared public spaces to support a positive visitor and staff experience. 
• Manage technology needs for office spaces and community rooms. 

 Operational Coordination (35%)

• Maintain and manage the master calendar, including meeting schedules and room assignments. 
• Coordinate building use, shared spaces, and internal scheduling needs. 
• Place and track orders for office and program supplies. 
• Support coordination of Firehouse facility upkeep and maintenance; serve as liaison with vendors and service providers. 
• Manage inventory to ensure organizational readiness. 
• Run data reports and perform light analytics, offering insights into Firehouse operations. 
• Conduct routine preventive inspections to ensure building systems and equipment remain in optimal working condition. 

 Administrative Support (25%) 

• Provide administrative assistance to leadership and program staff as needed, including data input, basic document preparation, and coordination support. 
• Support documentation, filing systems, and recordkeeping processes to ensure accurate and organized records. 
• Assist with preparation for meetings, events, and partner convenings, including logistical coordination and materials support. 
• Ensure timely and accurate internal communication regarding scheduling, space usage, and facility updates. 

Requirements

Experience & Qualifications

• Minimum 5 years’ experience in a front office, administrative position 
• Must be able to multi-task in a high energy environment with exceptional personal organizational skills 
• Superior interpersonal and relationship building skills necessary 
• Ability to always communicate with a pleasant demeanor and treat guests respectfully and empathetically 
• Appropriate sense of discretion in dealing with emergencies or difficult situations 
• Ability to drive to errands as needed with a current valid Florida Driver’s License 
• Effective and accurate written and verbal communication with all staff, vendors, and guests 
• Strong computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and the ability to learn and successfully use latest programs as required 
• Prefer Office Coordinator to be Bi-Lingual in Spanish, but not required 

Education

• Minimum high school diploma, or equivalent 

Working Conditions

• Working in an office environment with high traffic of people coming and going 
• Working hours for this position are during the day Monday through Friday 
• Ability to safely lift and move objects up to 30 pounds?  
• Balance public-facing responsibilities with behind-the-scenes operational tasks effectively 

Our Commitment to Equity?

In line with Family Promise of Brevard’s core values, we are committed to advancing diversity, inclusion, equity, social justice, and antiracism throughout our work. We value the different forms of experience and expertise on our team, and we strive to build an organization that leverages each employee’s unique skills and perspectives. We encourage people of all backgrounds to apply for this position, even if you have had a less traditional career path or do not think you check every box in the job description.?