Office Coordinator

POSITION SUMMARY
The Office Coordinator is responsible for supporting the daily administrative, operational, and communications functions of the organization. This role assists the Executive Director, Trail Coordinator, Regional Representatives, and Board by managing office logistics, coordinating internal communications, and handling basic HR, financial, and event-related tasks. A key responsibility includes maintaining and growing the organization’s social media presence to support community engagement, promote events, and further the mission. The Office Coordinator ensures a smooth and organized office environment while supporting outreach, volunteer engagement, and organizational visibility.

This position may occasionally require field-based participation in trail-building activities and working flexible hours, including evenings and weekends, to support events and volunteer programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

OFFICE OPERATIONS SUPPORT

• Maintain a well-organized office space and provide daily administrative support to ensure operational efficiency.
• Manage office supplies, equipment maintenance, and coordinate with vendors.
• Support logistics for staff and board meetings.

ADMINISTRATIVE SUPPORT

• Assist staff with scheduling, document preparation, correspondence, and file management.
• Respond to phone calls, emails, and mail in a timely and professional manner.
• Organize meeting logistics and assist with minute-taking and follow-up.

HR AND STAFF SUPPORT

• Coordinate onboarding and training for new staff or volunteers.
• Collect timesheets and assist with basic payroll and benefits tracking.
• Support staff engagement activities and maintain HR records.

FINANCIAL & RECORDS SUPPORT

• Support bookkeeping and data entry into various systems.
• Process invoices, payments, and track office expenses in line with the budget.
• Assist with donation records and financial documentation.

EVENT AND VOLUNTEER COORDINATION

• Help organize monthly trail events with Trail Crew Leaders and promote participation.
• Manage event logistics such as supplies, food, and communication with volunteers.
• Assist with larger fundraising and public events (e.g., art auction, CT Summit).

SOCIAL MEDIA & DIGITAL OUTREACH

• Manage the organization’s presence on Facebook and Instagram using Meta Business Suite or similar tools.
• Create and maintain a monthly content calendar.
• Respond to comments, mentions, and direct messages in a timely manner.
• Track and report on engagement.

BOARD SUPPORT

• Support meeting planning and document distribution for Board members.
• Maintain structured communication and ensure timely reporting.

HEALTH & SAFETY

• Ensure office procedures follow health and safety standards.
• Assist with maintaining and communicating emergency and safety protocols.

OTHER DUTIES

• Assist with field-based trail building activities as needed, including working on-site to support trail development and maintenance efforts.
• Help coordinate and manage field logistics for trail projects, including purchasing and transporting tools, supplies, and equipment.
• Participate in outdoor trail workdays, ensuring safety and efficiency during community engagement activities.
• Support in organizing and participating in hiking-based volunteer events, when required, to aid in trail maintenance and building initiatives.

QUALIFICATIONS

• Experience in administrative or office support, ideally in a nonprofit or mission-driven environment.
• Strong organizational skills and attention to detail.
• Familiarity with Google Workspace, Microsoft Office, and social media platforms (Facebook, Instagram).
• Comfortable using scheduling tools (e.g., Meta Business Suite) and graphic design platforms like Canva.
• Strong written and verbal communication skills.
• Ability to manage time and priorities across multiple responsibilities.
• Willingness to participate in occasional field-based trail work and hike-in events.
• Ability to work flexible hours, including some evenings and weekends.
• Basic knowledge of financial data entry or bookkeeping a plus.
• Self-starter with a collaborative attitude and community-minded spirit.

PREFERRED QUALIFICATIONS

• Experience with social media management, content creation, or digital communications.
• Basic understanding of analytics for tracking engagement and growth.
• Familiarity with accounting software tools and other nonprofit systems.
• Experience in volunteer coordination or event planning.
• Interest in conservation, trail building, or outdoor recreation.