Senior Administrative Specialist

Responsibilities:

• Office Management Duties (Approximately 50%) 
 
1. Facilities Management 
• Open & close the office daily 
• Oversee and support all administrative duties in the office and ensure the office is operating smoothly. 
• Maintain appearance of common areas, maintain meeting room calendars, create reports as directed, and coordinate with the cleaning service for regularly scheduled upkeep. 
• Oversee all aspects of the facility and coordinate regular upkeep, leasing terms, renewals, and repair with internal stakeholders as well as landlord and any contractors. 
• Oversee the coordination and assignment of office parking spaces. 
• Support with logistics for office events, meetings, and travel arrangements as needed. 


2. Administrative Duties 
• Perform receptionist duties: greet visitors, answer and direct phone calls coming to the main line. 
• Monitor, respond, and direct inquiries sent to the general email [email protected]. 
• Receive and sort incoming mail and deliveries and manage all outgoing mail. 
• Monitor and follow up on all office utility bills (electricity, water, internet, phone) and ensure timely payments. 
• Manage inventory of office supplies and place orders as needed. 
• Assist in managing CORE’s merchandise inventory and provide support in the distribution of items to staff and donors as needed. 
• Deposit any incoming checks or cash into the bank account daily via bank remote deposit scanner.May be required to drive to the bank to ensure deposits are made in a timely manner. 
• Pick up mail at CORE’s old office location in Hollywood once a month or around the 15th of the month. 
• Serve as a primary liaison between the finance and development departments in managing receipt of physical checks at CORE’s office to ensure accurate reporting and alignment on financial reporting and donor stewardship goals.  
• Collaborate with Finance on a monthly basis to ensure documentation is complete and open items are being worked on. 
• Track donor returned mail and provide list/copies of returns to the department for database updates. 


• Procurement Process Support Duties (Approximately 50%) 
• Review procurement requests 
• Source needed goods and services 
• Maintain and evaluate supplier/vendor performance 
• Help ensure procurement documentation is complete, accurate, and audit-ready. 
• Schedule and coordinate procurement-related meetings, including bid evaluations and vendor calls. 
• Support the drafting and formatting of procurement templates, reports, and memos. 
• Support in maintaining a tracking system for procurement requests, approvals, and order statuses. 
• Conduct research on potential suppliers/vendors, including gathering information on pricing, availability, and product specifications. 
• Prepare reports and presentations related to procurement activities, as required. 
• Other duties as assigned

Qualifications:

• Associates degree required / bachelors preferred 

Experience:

• Minimum 1-3 years’ administrative experience in nonprofit sector 
• Minimum 1 year of experience in procurement 

Skills and Competencies:

• Excellent organizational and problem-solving skills  
• Close attention to detail and a high level of accuracy 
• Ability to work independently and as part of a team 
• Excellent written and verbal communication skills 
• Flexible and adaptive to a frequently changing environment  
• Proficient in MS Office applications  
• Experience working with Sage Intacct ERP a plus