What are the responsibilities and job description for the Reception & Administrative Support Specialist position at Seamark Ranch?
Reception & Administrative Support Specialist
Location: Seamark Ranch – Green Cove Springs, FL
Department: Administration / Residential Programs
Reports To: Director of Operations
Schedule/Status: Part-Time, Non-Exempt, 20–25 hours/week, (Mon–Fri; occasional evenings/weekends for events)
Compensation: $18–$22/hr
Position Summary
The Reception & Administrative Support Specialist serves as the first point of contact for visitors, families, volunteers, and staff at Seamark Ranch. This role supports Ranch Administration through strong front-desk coverage, calendar and scheduling coordination, file management, and day-to-day administrative support to Ranch leadership. This position requires integrity and discretion when handling confidential information.
Key Responsibilities
Front Desk & Office Support
- Welcome and assist guests and volunteers; manage sign-in/out procedures and visitor badges
- Answer and route incoming calls; support daily office communication, mail, and deliveries
- Keep reception, lobby, and meeting areas clean, organized, and guest-ready; assist with basic hospitality for meetings and trainings
- Provide brief campus tours as requested in coordination with leadership
Administrative Support & Coordination
- Maintain the company-wide Outlook calendar and assist with scheduling meetings, trainings, volunteer activities, and campus events
- Support Residential leadership with relief and date-night scheduling and communication with relief volunteers (confirmations, instructions, changes)
- Provide administrative support to Ranch leadership, including data entry, preparing packets/materials, scanning, copying, and document organization
- Scan and archive inactive files using Adobe Acrobat and office equipment in alignment with retention practices
- Provide added administrative support during audit season (pulling/scanning documentation and supporting special projects)
- Assist Ranch Administration with additional administrative projects and other duties as assigned
In-Kind Donations Support
- Receive and document in-kind donations as needed; ensure forms are complete and routed appropriately
- Assist with wish list updates and seasonal drives as assigned
Qualifications
- Commitment to Seamark Ranch's Christian mission and comfort working in a faith-based environment
- High school diploma required (some college/training preferred)
- 1–2 years of reception/administrative experience preferred
- Strong organization, follow-through, and attention to detail
- Excellent communication skills and a professional, friendly demeanor
- Warm and dependable with a servant's heart; able to juggle multiple tasks, walk-ins, and phone calls while maintaining a welcoming presence
- Comfortable with Excel (basic tracking), Outlook (email/shared calendars), and Adobe Acrobat (PDFs/forms)
- High integrity and discretion with confidential information
- Valid driver's license; ability to lift 20–25 lbs occasionally
- Must successfully complete a Level 2 background screening (FDLE/FBI) as a condition of employment
Work Environment
On-site, office-based role with frequent interaction with staff, volunteers, and visitors; occasional interaction with resident children/families. Occasional evening/weekend hours may be needed for events.
Salary : $18 - $22