Office Coordinator
Published: 04/11/2025
St. Malachy Catholic School, in Tamarac, Florida, committed to providing a nurturing environment for our students, is seeking a highly organized and motivated Office Coordinator. This multifaceted role will involve managing daily office operations, maintaining financial records, and serving as the first point of contact for parents, students, and visitors. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and a commitment to supporting our Catholic mission. The Office Coordinator performs all duties and responsibilities in alignment with the mission, vision, and values of the Archdiocese of Miami.
Schedule: Monday- Friday, 7:30 A.M. – 4:30 P.M. with a slight decrease in hours during the summer season, and occasional involvement in school events and meetings.
Responsibilities include:
- Serve as the first point of contact for and greet students, parents, and visitors; provide a warm, professional, and welcoming environment, and direct them to the appropriate location or personnel.
- Answer and direct phone calls, respond to emails, and address inquiries in a timely manner.
- Manage the school’s general office duties, including filing, scheduling appointments, and organizing school communications.
- Coordinate and manage school events, meetings, and appointments, including parent-teacher conferences, faculty meetings, and other special events.
- Maintain and update school calendars, ensuring that all stakeholders are informed of important dates and events.
- Order and manage office supplies, ensuring the office is adequately stocked.
- Oversee financial transactions for the school, including tuition payments, fees, and donations.
- Process payroll and assist with any related administrative tasks.
- Maintain accurate and up-to-date financial records, including tracking income and expenses, and providing regular reports.
- Assist with budgeting and financial planning, ensuring efficient use of resources in line with school goals.
- Prepare and assist with financial audits, working with the appropriate staff and external auditors as needed.
- Ensure timely submission of state reports and other financial documentation.
- Assist with student attendance and maintain accurate student records.
- Assist with general office tasks such as photocopying, printing, and maintaining filing systems.
- Provide administrative support to faculty and staff, including scheduling meetings, preparing materials, and organizing documents.
- Collaborate with teachers to ensure smooth communication between the office and classroom.
- Assist in organizing and maintaining student records and other sensitive information with confidentiality.
Qualifications:
- High school diploma or equivalent required; associate degree or higher preferred.
- Minimum of 2-3 years of experience in office administration, bookkeeping, and reception, preferably in a school or nonprofit environment.
- Strong organizational, time-management, and multitasking skills.
- Experience with school management or student information systems (e.g., FACTS and Rediker).
- Knowledge of basic accounting principles and payroll processes.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work independently and as part of a team in a fast-paced, dynamic environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with bookkeeping or accounting software.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with staff, students, parents, and visitors.
- Familiarity with Catholic traditions and an understanding of the school’s mission and values.
- Previous experience in a Catholic school or faith-based organization.
- Bilingual (Spanish/English/Creole/French) a plus.
To apply: submit a resume, cover letter, and references to Mrs Zoraida Perez, principal at [email protected] and [email protected]
Subject line should read: Office Coordinator.
NO PHONE CALLS PLEASE
