The Florida Retail Federation (FRF) is seeking a well-qualified candidate to serve as Office Administrator/Database Coordinator. FRF is seeking a candidate that has experience working in a professional office and is comfortable interacting with a diverse membership representing the retail industry. Our small team requires a “can do” attitude where all staff are willing to smoothly transition from professional responsibilities to the more mundane. We maintain a pleasant office environment where all staff do whatever it takes to provide the highest level of service to our members.

General Summary: The Office Administrator/Database Coordinator serves under the direct supervision of the President & CEO in providing general administrative support to FRF team. 

• Hours: Standard work week is Mon – Fri (8:30am – 5:00pm) with variances as needed during legislative session or meeting preparation.
• Travel: Minimal travel may be required (2-4 days/yr)
• Benefits: Full benefits package including health, life, disability, leave time, etc.

Key Responsibilities Include:

Executive/Leadership Support:

• Serving as primary administrative support for the President & CEO.
• Scheduling appointments and meetings, managing individual and staff calendars, and preventing scheduling conflicts.
• Arranging travel and accommodation for staff attending conferences, meetings, or other events outside the office.
• Attending Florida Retail Foundation meetings (virtual) and taking minutes.
• Handling arrangements for the FSU Civic Center Suite.

Office Operations/General Administrative:

• Arriving promptly to open office and tidy common areas as needed.
• Coordinating and setting up office events including preparation, clean up, caterer coordination and hosting of guests.
• Answering phone calls and welcoming visitors to the office.
• Coordinating with office vendors and contractors regarding access to office for required duties.
• Ordering and managing office supplies and other necessary items for staff.
• Printing, creating, and assembling documents for office use. Ensure copier remains properly stocked.
• Gathering receipts for office expenses for submission.
• Handling mail, including collecting outgoing correspondence from staff and distributing incoming mail within the office. Manage outgoing membership mailings.
• Collecting checks and maintaining the daily check log report.

Database Maintenance (Under the Supervision and Direction of the Vice President of Member Relations):

• Make requested changes to member distribution lists/data including membership database, Constant Contact.
• Maintain subject matter specific email distribution lists as directed.

Legislative Team Support:

• Maintain bill tracking sheets through Lobbytools.
• Calendaring Committee Meetings.
• Schedule meetings with legislators, legislative staff and government agency personnel.
• Assist with developing and distributing weekly legislative reports.

Required Skills:

• Must be proficient in Microsoft Word, Excel, and Outlook.
• Preferred Skills: Proficiency in Lobbytools, Memberclicks (Personify MC Trade), Constant Contact and Canva.