Administrative Office Coordinator

The Administrative Office Coordinator manages the reception area of the Administration Building at Montverde Academy and serves as the professional first point of contact for visitors, families, students, employees, vendors, and other guests. This job role works a 12-month schedule from 7:30am – 4pm and reports to the Director of Finance and Operations (DFO).

Responsibilities:

• Serve as the primary point of contact, both in person and by telephone, for prospective students and families, current Montverde Academy families, employees, vendors, and other visitors.
• Greet all guests in a friendly, courteous, and professional manner, creating a welcoming and positive experience in the Administration Building.
• Determine the nature and purpose of each visit and direct guests to the appropriate office, department, or employee.
• Follow established visitor-management and campus access procedures, including verifying identification, maintaining accurate visitor logs, and issuing visitor badges.
• Answer incoming telephone calls promptly and professionally, provide general information, and direct calls to the appropriate employee or department.
• Update the Academy’s main voicemail greeting for holidays, campus closures, special events, emergencies, and other circumstances as requested.
• Monitor activity in and around the Administration Building and campus entrance and promptly report safety, security, or suspicious activity concerns to the appropriate personnel.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare and meter outgoing mail for postal pickup and monitor and maintain adequate postage-meter supplies.
• Create FedEx shipping labels; weigh, package, and prepare letters and packages; and coordinate FedEx and USPS shipping and billing arrangements.
• Utilize the Academy’s information system to identify student boarding locations and assist with the accurate distribution of student mail and packages.
• Provide general clerical and administrative assistance to employees, including photocopying and other office-support tasks.
• Make travel arrangements for visitors and/or Academy events as requested.
• Perform other administrative duties and responsibilities as assigned.

Qualifications, Education and Experience:

• High school diploma or equivalent required; additional education or administrative training preferred.
• 2–3 years of experience in an administrative, receptionist, front office, or customer service role preferred.
• Excellent interpersonal, verbal, and written communication skills.
• Professional, friendly, and service-oriented demeanor.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Proficiency with Microsoft Office and general office equipment.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while supporting a collaborative team environment.
• Demonstrated reliability, punctuality, and professional conduct.
• Ability to interact effectively with students, families, employees, vendors, and visitors from diverse backgrounds.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit and view a computer screen for extended periods of time; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• Sitting, standing for long periods of time, use of fingers, arms, hands and legs and voice/talking are constant.
• Ability to frequently use a computer, telephone, and other standard office equipment.
• Squatting, walking, handling, grasping, stretching/reaching, bending at the waist, and light lifting and/or carrying (up to 50 lbs.) are frequent.