Office Coordinator

NOW HIRING: Early Intervention Office Coordinator

The Arc of Palm Beach County is seeking a highly organized and detail‑driven Early Intervention Office Coordinator to support the daily operations of our Early Intervention programs. This position is essential to ensuring efficient administrative processes, accurate documentation, and strong communication among internal teams, families, vendors, and community partners.

Position Overview

The Early Intervention Office Coordinator provides comprehensive administrative, fiscal, and operational support to the Early Intervention Department. This role requires professionalism, accuracy, and the ability to manage multiple priorities in a fast‑paced, mission-focused environment. The ideal candidate will demonstrate exceptional organizational skills, strong communication abilities, and a commitment to supporting programs that serve children and families.

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support for Early Intervention programs.
• Record, prepare, and maintain meeting minutes.
• Organize and maintain electronic and paper records.
• Assist with opening and closing the office and maintaining professional shared spaces.

Program Documentation Management

• Process intake packets, consents, and documentation related to Early Intervention clients.
• Track and manage referrals to internal and external partners.
• Coordinate program communications, including mailings, client correspondence, and surveys.

Fiscal & Resource Management

• Prepare, review, and submit purchase requests in compliance with departmental guidelines.
• Verify invoices, purchase orders, and all supporting fiscal documentation.
• Track program expenditures and maintain accurate inventory records.
• Communicate with vendors to resolve billing questions and ensure timely payments.

Team Support & Stakeholder Communication

• Serve as support and backup to the Early Intervention Program Coordinator.
• Maintain clear, professional communication with families, staff, vendors, and partner agencies.
• Serve as a liaison between internal departments and external stakeholders.
• Identify process barriers and recommend operational improvements.
• Contribute to an inclusive, respectful, and collaborative team environment.

Qualifications

Knowledge, Skills & Abilities

• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize tasks, manage multiple deadlines, and work independently.
• Proficiency in Microsoft Office Suite; advanced skills preferred.
• Strong analytical and problem-solving abilities.
• Professional demeanor and strong interpersonal skills.
• Ability to build effective working relationships with staff, families, and community partners.

Education & Experience

• Bachelor’s degree in Business Administration, Business Management, or related field
  OR
• Bachelor’s degree in another field plus at least 2 years of administrative or office management experience
• Fluency in Spanish and/or Creole preferred
• Valid Florida driver’s license, proof of auto insurance, and reliable transportation required

Work Environment

• Primarily office-based with extended periods of sitting and computer use.
• Occasional lifting of materials up to 20 lbs.
• Periodic local travel required for program or project needs.

Why Work With Us

The Arc of Palm Beach County is committed to supporting its employees so they can better support the community. We offer a mission-driven work environment and a comprehensive benefits package, including:

• Affordable medical insurance
• Free dental and vision coverage
• Paid life and disability insurance
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Generous vacation, holiday, and PTO policy
• Bonus days off prior to New Year’s Day
• Retirement plan
• Professional development opportunities
• Employee referral bonuses

Join Our Mission

If you are an organized, dependable professional who is committed to making a meaningful impact behind the scenes, we invite you to apply and support our efforts to strengthen families and empower communities.